Conservation Project Support guidelines

2007
Conservation
Project Support
Grant Program Guidelines
and Application Forms
CFDA No. 45.303

Application Deadline: October 1, 2006
Online application available through Grants.gov
(see www.imls.gov/grantsgov for more information)

For more information, call or write:

Conservation Project Support Staff
Steve Shwartzman, Senior Program Officer
Phone: 202-653-4641
E-mail: [email protected]
Mark Feitl, Program Specialist
Phone: 202-653-4635
E-mail: [email protected]

Office of Museum Services
General number: 202/653-4789

Institute of Museum and Library Services
1800 M Street, NW
9th Floor
Washington, DC 20036-5802
General phone: 202/653-IMLS (4657)
General E-mail: [email protected]
Web site: www.imls.gov
TTY (for hearing-impaired persons): 202/653-4699
IMLS will provide visually impaired or learning-disabled persons with an audio recording of this
publication or any other grant publication upon request.

IMLS programs do not discriminate on the basis of race, color, national origin, sex, handicap,
or age. For further information, write to the Civil Rights Officer, Institute of Museum and Library
Services, 1800 M Street, NW, 9th Floor, Washington, DC 20036-5802.

Burden estimate and request for public comments
Public reporting burden for this collection of information is estimated to average nine hours
per response, including the time for reviewing instructions, searching existing data sources,
gathering and maintaining the data needed, and completing and reviewing the collection of
information. Send comments regarding this burden estimate or any other aspect of this collection
of information, including suggestions for reducing this burden, to the Institute of Museum and
Library Services at the address above; and to the Office of Management and Budget, Paperwork
Reduction Project (3137-0029), Washington, DC 20503.

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DEAR COLLEAGUEs

I am pleased to present the 2007 guidelines for the Conservation Project Support program. Since
its inception in 1984, museum professionals and service organizations that share a commitment
to conservation have guided the Conservation Project Support program. I care deeply about the
conservation of our nation’s collections. So I am especially proud of this long IMLS record of
partnership with the field for conservation project support, especially now, when the museum
community is highlighting the importance of safeguarding our nation’s valued heritage, which it
holds in the public trust for the American people.
The wakeup call provided by the disastrous hurricanes in the Gulf Coast coincided with the
publication of the Heritage Health Index, published by Heritage Preservation, Inc. with major
funding from IMLS. This publication, the first comprehensive survey of the conditions and
preservation needs of our nation’s collections, found that roughly 200 million objects held by
archives, historical societies, libraries, museums, and scientific organizations are in need of
conservation treatment. Sixty-five percent of collecting institutions have experienced damage
to collections due to improper storage. Eighty percent of U.S. collecting institutions do not have
an emergency plan that includes collections, with staff trained to carry it out. Forty percent of
institutions have no funds allocated in their annual budgets for preservation or conservation.
Museums hold, care for, and preserve these collections, which contain and reflect our country’s
cultural, scientific, historic, and artistic heritage. This priceless heritage reflects our knowledge,
accomplishments, and stories and provides windows into other cultures and peoples. It
is essential that collections be preserved and protected for us and for future generations.
Conservation must be a priority.
Sincerely,

Anne-Imelda M. Radice, Ph.D.
Director

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What’s new in fiscal year 2007

Several changes have been made to the application and guidelines for Conservation Project
Support grants. Please read these guidelines carefully.
In particular, please note the following:
• The Conservation Project narrative questions have been revised. Please address the Review
Criteria cited after each narrative question.
• Impact Projects eligible up to $250,000 (formerly called Exceptional Projects) are intended to
allow additional funding for projects that truly have an impact on the museum field, not just
the applicant institution.
• Instructions for completing and submitting applications through Grants.gov are now included
within these guidelines.
• The Institute of Museum and Library Services will make funding available to help museums
in major disaster areas through grants to provide professional internships in conservation
practice at museums that have suffered disaster-related damage. Grant applications require
the participation of at least one one museum as the applicant or as a partner in a location
declared by FEMA as a major disaster area in 2005 or 2006.

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Table of contents

Section 1: General Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
About the Institute of Museum and Library Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Conservation Project Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Institutional Eligibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Eligible Activities and Costs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Data Universal Numbering System (DUNS), Taxpayer Identification Number (TIN)
and Employer Identification Number (EIN). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Conditions of a Grant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Duration of a Grant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Project Start Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Amount of Grant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Cost Sharing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Use of Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Copyright/Work Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Announcement of Award. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Payment, Accounting, Management and Report Procedures. . . . . . . . . . . . . . . . . . . . . . . . . .8
Categories of Funding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Impact Projects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Education Component. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Non Living, Natural History/Anthropology, and Living Plant Collections . . . . . . . . . . . . . . . . . . . . 10
General Conservation Survey. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Detailed Conservation Survey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Environmental Survey. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Environmental Improvements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Treatment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Research . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Training. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Living Animal Collections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Environmental Improvements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Research . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Training. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Education Component. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Application Review Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Section 2: The Application Package. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Application Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Application Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Paper Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19



Table of contents

Section 2: The Application Package (continued)
Grants.gov Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Grants.gov Registration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Obtaining Application Packages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Working on an Application Package. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Application Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Grants.gov Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Face Sheet/SF-424s. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Program Information Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
CPS Narrative. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Education Component Narrative (Optional) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
‘Text Responses’ Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Abstract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Schedule of completion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Budget justification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Organizational profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Names of all the formal partners for this project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
List of key project staff and consultants and resumes for key project personnel . . . . . . . . . 37
Statement of purpose/mission statement and history. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Explanation of budget surplus or deficit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Supporting Documentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Required Supporting Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Suggested Supporting Documentation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Other Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Proof of Non-profit Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Letters of Commitment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Points to Remember. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Assembling Paper Application Packages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Submitting Grants.gov Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Submitting Paper Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Section 3: Application Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Application Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Face Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Program Information Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Budget Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Sample Schedule of Completion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
IMLS Assurances and Certification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

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General Information

About the Institute of Museum and Library Services

The Institute of Museum and Library Services (IMLS) is the primary source of federal support
for the nation’s 122,000 libraries and 17,500 museums. Its mission is to grow and sustain a
“Nation of Learners” because lifelong learning is essential to a democratic society and individual
success. Through its grant making, convenings, research, and publications, the Institute
empowers museums and libraries nationwide to provide leadership and services to enhance
learning in families and communities, sustain cultural heritage, build 21st-century skills, and
increase civic participation.
Libraries and museums help create vibrant, energized learning communities. Our achievement
as individuals and our success as a democratic society depend on learning continually, adapting
to change readily, and evaluating information critically.
As stewards of cultural heritage, information, and ideas, museums and libraries have traditionally
played a vital role in helping the public experience, explore, discover, and make sense of the
world. That role is now more essential than ever. Through building technological infrastructure
and strengthening community relationships, libraries and museums can offer the public
unprecedented access and expertise in transforming information overload into knowledge.



About Conservation Project Support

The purpose of the Conservation Project Support (CPS) program is to help safeguard the
collections housed in the nation’s museums so that current and future generations can learn
from and gain access to the rich artistic, cultural, and scientific heritage represented by those
collections. To achieve this purpose, IMLS awards matching grants to help museums identify
their conservation needs and priorities and to help them ensure the safekeeping of their
collections by implementing sound conservation practices.
IMLS has awarded more than 3,000 CPS grants since the program’s inception in 1984.
All types and sizes of museums have benefited from this program. The CPS program is a
partnership between IMLS and each grant recipient, working toward the mutual goal of
protecting significant aspects of our cultural and scientific heritage.
IMLS has supported a holistic approach to conservation, designing the program to assist
museums in developing a logical, institution-wide approach to caring for their living and
nonliving collections. The full range of conservation activities, from comprehensive collection
surveys to treatment to specific research, taken together, can provide a blueprint to guide each
institution’s collections care.



Institutional Eligibility

An applicant must be
• either a unit of state or local government
or a private not-for-profit organization that
has tax-exempt status under the Internal
Revenue Code;
• located in one of the 50 states of the
United States of America, the District of
Columbia, the Commonwealth of Puerto
Rico, Guam, American Samoa, the
Virgin Islands, the Commonwealth of the
Northern Mariana Islands, the Republic of
the Marshall Islands, the Federated States
of Micronesia, or the Republic of Palau;
and
• a museum1 that, using a professional
staff,2 (1) is organized on a permanent
basis for essentially educational or
aesthetic purposes; (2) owns or uses
tangible objects, either animate or
inanimate; (3) cares for these objects; and
(4) exhibits these objects to the general
public on a regular basis through facilities
that it owns or operates.3

Museums include, but are not limited to,
aquariums, arboretums, art museums, botanical
gardens, children/youth museums, general
museums (those having two or more significant
disciplines), historic houses/sites, history
museums, natural history/anthropology museums,
nature centers, planetariums, science/technology
centers, specialized museums (limited to a single
distinct subject), and zoological parks.
1

An institution uses a professional staff if it
employs at least one professional staff member,
or the full-time equivalent, whether paid or unpaid,
primarily engaged in the acquisition, care, or
exhibition to the public of objects owned or used by
the institution
2



Please note that a museum located within
a parent organization that is a state or local
government or multipurpose not-for-profit
entity, such as a municipality, university,
historical society, foundation, or cultural
center, may apply on its own behalf if the
museum (1) is able to independently fulfill all
the eligibility requirements listed above; (2)
functions as a discrete unit within the parent
organization; (3) has its own fully segregated
and itemized operating budget; and (4) has
the authority to make the application on its
own. When any of the last three conditions
cannot be met, a museum may apply through
its parent organization, and the parent
organization may submit a single application
for one or more of its museums.
An institution exhibits objects to the general
public if such exhibition is a primary purpose of
the institution. An institution that exhibits objects
to the general public for at least 120 days a year is
deemed to exhibit objects to the general public on
a regular basis.
3

An institution that exhibits objects by appointment
may meet the requirement to exhibit objects to
the general public on a regular basis if it can
establish, in light of the facts under all the relevant
circumstances, that this method of exhibition does
not unreasonably restrict the accessibility of the
institution’s exhibits to the general public.
An institution that does not have as a primary
purpose the exhibition of objects to the general
public but that can demonstrate that it exhibits
objects to the general public on a regular basis
as a significant, separate, distinct, and continuing
portion of its activities, and that it otherwise
meets the museum eligibility requirements, may
be determined to be eligible as a museum under
these guidelines. For more information please see
45 C.F.R. Chapter XI, Subchapter E (Institute of
Museum and Library Services).

Eligible Activities and Costs

All applications must demonstrate that the
primary goal of the project is conservation and
not collections management or maintenance.
The grant will fund
• project personnel, contract, or in-house
staff time necessary for the proper and
efficient execution of the project
• project consultants and their travel
• staff training in collections care
• internships/fellowships in conservation
• repair and stabilization activities that are
directly related to the conservation project
• micro-environments for an object,
specimen, or room (e.g., storage)
• basic environmental monitoring
equipment and conservation supplies if
these items will be used in conjunction
with the project
• educational materials (if an education
component is applied for)
• for living plant collections, mapping
software
• for living collections only, those physical
improvements that relate directly to the
perpetuation of the specimens or species
involved in the project
• staff time spent traveling to conservation
facilities or consulting with conservation
professionals

The grant will not fund
• inventory or cataloguing of collections
• a project whose goals are primarily
aesthetic or educational
• the upgrade or installation of a security or
fire suppression system
• the installation or purchase of heating,
ventilation, and air conditioning systems
for an entire museum building
• construction or major building
improvements
• reconstruction or renovation of historic
sites and landscapes
• replacement of architectural details for
historical accuracy
• for living collections, research projects
• involving animals not already
represented in the applicant’s
collection;
• that are primarily international in
scope; or
• involving the reintroduction of species
into the wild.



Data Universal Numbering System (DUNS),
Taxpayer Identification Number (TIN), and
Employer Identification Number (EIN)

To improve the statistical reporting of federal
grants and cooperative agreements, the
Office of Management and Budget (OMB) has
directed all federal agencies to require all
applicants for federal grants to provide a Dun
and Bradstreet Data Universal Numbering
System (DUNS) number when applying for
federal grants or cooperative agreements on
or after October 1, 2003. The DUNS number
is required whether an applicant is submitting
a paper application or using the governmentwide electronic portal (Grants.gov).
Organizations should verify that they have a
DUNS number or take steps to obtain one.
Organizations can receive a DUNS number
at no cost by calling the dedicated toll-free
DUNS number request line at 1-866-705-5711
or by visiting www.dnb.com/us. Individuals
who would personally receive a grant or
cooperative agreement award from the federal
government apart from any business or
nonprofit organization they may operate are
exempt from this requirement.



The Taxpayer Identification Number (TIN) is
an identification number used by the Internal
Revenue Service (IRS) in the administration
of tax laws. It is issued either by the Social
Security Administration (SSA) or by the IRS. A
Social Security number is issued by the SSA,
whereas all other TINs are issued by the IRS.
An Employer Identification Number (EIN), also
known as a federal tax identification number,
is a nine-digit number that the IRS assigns to
business entities. The IRS uses this number
to identify taxpayers that are required to file
various business tax returns.
If an organization does not have a DUNS and a
TIN number, its application will be rejected.

Conditions of a Grant

Duration of a Grant
Generally, project activities supported by
CPS grants may be carried out for up to three
years.

Project Start Date
Projects may begin no earlier than May 1 and
no later than September 1, 2007. Projects
must begin on the first day of the month and
end on the last day of the month.

Amount of Grant
CPS grants range up to $150,000 and
Impact Projects up to $250,000. IMLS will
review and negotiate budgets as necessary.
Applicants may be granted an amount less
than requested.

Cost Sharing
Project cost must be matched 1:1 through
cost share by the applicant. Applicants must
provide at least half of the total cost of the
project from nonfederal sources. These costs
may be supported by the grantee’s cash
outlays, including cash contributions from
third parties that are used to support project
costs, the value of the grantee’s contributions
of property and services to the project, and
third-party in-kind contributions that are used
to support project activities. IMLS encourages
applicants to contribute as cost sharing
the salaries of any permanent staff to be
employed on a project in proportion to the
amount of time they will spend on the project.
If IMLS funding is requested for salaries of
permanent staff, the proposal should explain
how their regular duties will be performed
during the grant period.

IMLS strongly encourages applicants to seek
third-party donations of cash, equipment, and
services. If any funds are to be contributed as
cost share by sources other than the applicant
or its official partners, the applicant must
identify whether the commitment of funds is
assured or pending. If the funds are assured,
the applicant should include a letter from the
source affirming its commitment. If the funds
are not assured, the applicant should describe
the plan for meeting the promised cost share
from other sources in the event that the
pending funds are not received. All revenues
generated with project funds during the grant
period must be reported as program income
and should be applied to the grant recipient’s
cost sharing. All listed expenses, including
all cost sharing, must be incurred during
the grant period. Government-wide uniform
administrative rules and requirements apply,
including appropriate OMB circulars.

Use of Funds
CPS grants may be used for a broad range
of project activities. Grant funds may not
be used for construction, acquisition of
collections, contributions to endowments,
social activities, ceremonies, entertainment,
or pre-grant costs. All revenues generated with
project funds during the grant period must be
reported as program income and should be
applied to the grant recipient’s cost sharing.
All listed expenses must be incurred during
the grant period. Government-wide uniform
administration rules and requirements apply,
including appropriate OMB circulars.



Conditions of a Grant

Copyright/Work Products
IMLS requires acknowledgment of
publications and other products resulting from
the project. Products should be distributed
free or at cost unless the recipient has
received written approval from IMLS for
another arrangement. With written permission
from IMLS, the recipient may copyright any
work that is subject to copyright and was
developed under an award or for which
ownership was purchased. IMLS reserves, for
federal government purposes, a royalty-free,
worldwide, nonexclusive, and irrevocable
license to reproduce, publish, or otherwise use
the work and authorize others to reproduce,
publish, or otherwise use the work. IMLS
requires grantees to send three copies of
any products produced with IMLS funds with
the final reports. Generally, a beta version of
software developed on an IMLS-funded project
must be provided to IMLS as a product of the
grant. Consult with IMLS regarding software
development projects.

Announcement of Award
No information about the status of an
application will be released until all
applications have been reviewed and all
negotiations are concluded. IMLS will notify
applicants of final decisions in late April 2007.



Payment, Accounting, Management, and
Report Procedures
A federal accounting office handles the
payment of CPS grant funds. Recipients may
request cash advances or reimbursements as
needed during the project period. Payments
are made electronically. IMLS requires
grant recipients to maintain a restricted
account for funds received during the
project period. Recipients need not maintain
a separate bank account for IMLS grant
funds; however, they must establish and
maintain a separate accounting category
within an internal accounting system to
show that the funds have been used for
project costs only. This restricted accounting
record must be adequate to satisfy normal
auditing procedures. Grants are subject to
the provisions of OMB audit requirements.
In addition, government-wide uniform grant
administrative rules and requirements,
including appropriate OMB circulars, apply.
Grant recipients are required to submit interim
performance reports every six months during
the grant period as well as annual financial
reports. They are also required to submit a
final performance report and a final financial
report at the end of the grant period.

Categories of Funding

CPS awards matching grants to help museums
identify conservation needs and priorities and
perform activities to ensure the safekeeping
of their collections. IMLS funds four types of
collections:
•
•
•
•

Nonliving
Natural History/Anthropology
Living Plants
Living Animals

Impact Projects
Impact Projects are those with broad-reaching
effects that benefit multiple institutions. IMLS
will provide up to $250,000 for these projects.
Such projects may include multiple collections
categories. Impact Project grants may not
benefit just the applicant museum. Institutions
interested in submitting an Impact Project
application should contact CPS program staff.

Education Components
CPS assists museums in developing a
logical, institution-wide approach to caring
for their collections. Applicants should apply
for the project that meets their institution’s
highest collections care needs. Nonliving,
natural history/anthropology, and living plant
collections are eligible to apply for seven
categories of activities (beginning on page 10):
•
•
•
•
•
•
•

Applicants may apply for up to an additional
$10,000 to educate the general public
about their project. Conservation education
activities may include lectures, workshops
and symposia, CD-ROM/audiovisuals, staff
consultants, materials/supplies, publications,
and exhibits. See page 30 for more
information on education components.

General Conservation Survey
Detailed Conservation Survey
Environmental Survey
Environmental Improvements
Treatment
Research
Training

Living animal collections are eligible to apply
for three categories of activities (beginning on
page 14):
• Environmental Improvements
• Research
• Training



Nonliving, Natural History/Anthropology, and
Living Plant Collections

General Conservation Survey
A General Conservation Survey is a broad
assessment of all of the museum’s collections
and environmental conditions. Its purpose
is to generally describe conditions, identify
conservation problems, and guide future
conservation activities. Museums with
nonliving, natural history/anthropology, or
living plant collections should first apply
for a general conservation survey of the
entire museum—the building(s) and all of its
collections, as well as the environment. IMLS
encourages museums to apply for a CPS grant
to support such a survey. For most institutions,
it is the logical first step toward conserving the
collections.
The General Survey report should include
• general information about the institution
• the goals of the survey
• information on staffing, including training
needs
• a description of the condition of the
building, the facilities, and all exhibition
and storage areas
• a description of climate control and
environmental conditions
• an overview of the collections, their
condition, and policies governing their
care
• recommendations for future conservation
care in order of priority (used as the basis
of a long-range conservation plan)
• an executive summary

10

General Conservation Survey or
Conservation Assessment Program?
Small to mid-sized museums that need a
general assessment of their collections
may qualify for the Conservation
Assessment Program (CAP). CAP is
an IMLS-funded technical assistance
program administered by Heritage
Preservation, a not-for-profit conservation
organization located in Washington, D.C.
CAP, like the IMLS general conservation
survey, supports general collections
assessments; however, unlike the
general conservation survey, CAP is
noncompetitive, and provides between
$4,000 and $8,000 for two consultants
(conservator, architect) for a two-day
survey. Museums with large numbers of
collections and/or multiple structures
may not qualify for the two-day CAP
assessment and might be better served
by the IMLS General Conservation Survey.
For more information on CAP, please call
Heritage Preservation at 202-233-0800
or e-mail [email protected].

If a museum has completed an IMLS-funded
general conservation survey (through CPS
or CAP4), then it is not eligible to request
funding for another general conservation
survey. However, the museum may request
funding for the highest collections care priority
identified in the general survey report or
long-range conservation plan. Other possible
project types are listed on the following pages.
Institutions that have received a Museum
Assessment Program (MAP) grant to support a
collections management assessment are still
eligible to receive either a CAP or a CPS grant
to conduct a general conservation survey.
IMLS encourages museums to work with a
conservation professional to develop a longrange conservation plan as part of the general
survey project. A long-range conservation plan
prioritizes the conservation needs within the
museum’s overall resources and mission. It
also can provide sound, written support for
future grant proposals.
Note: IMLS will not fund projects whose
sole purpose is to develop a long-range
conservation plan; IMLS will support the
development of such a plan only when it is an
integral and logical part of a general survey.
Competitive applications should designate a
conservation professional as the surveyor (for
living plant collections, a horticulturist or plant
propagator with specific expertise); members
of the museum’s curatorial staff may assist
this designated surveyor.
Institutions that have received a CAP grant at
any time in the past have already completed a
general conservation survey; consequently, these
institutions are not eligible to receive a CPS general
4

Detailed Conservation Survey
A detailed condition survey is a systematic,
item-by-item examination of all or part of a
museum’s collections. The end product of a
detailed condition survey by a conservation
professional should be a set of condition
reports that identify the condition of each
object or specimen, its treatment priority,
and cost and method of treatment. A detailed
condition survey should precede any request
for treatment. This type of survey can help a
museum in various ways:
• identifying conservation problems
specific to a particular collection, object,
or specimen including the need for
treatment;
• identifying priorities
• indicating the resources and time
necessary to address the problems.
A detailed conservation survey must be
conducted by a conservation professional and
should involve other appropriate museum
staff.

conservation survey grant. However, an institution
that received a CAP grant more than seven years
ago may be eligible to receive another CAP.

11

Nonliving, Natural History/Anthropology, and
Living Plant Collections

Environmental Survey

Treatment

An environmental survey is an assessment
of a museum’s environmental conditions,
including temperature, relative humidity, and
light.

Museums may request funds to conserve,
preserve, or stabilize collections. The applicant
must legally own any object or specimen
that will be treated using IMLS funding.
Complete treatment proposals for all objects
or specimens that are to receive treatment
must be submitted with the application. These
proposals must be prepared by a conservation
professional and should include the following:

Funds may be used to survey environmental
conditions in exhibition or storage areas or
other areas where collections are housed. An
environmental survey can help a museum in
various ways:
• identifying specific environmental
problems
• setting priorities for making environmental
improvements
• recommending specific solutions for
correcting environmental problems
• developing a monitoring program to
better determine existing environmental
conditions
• mapping collections (of living plants)
An environmental survey must be conducted
by a conservation professional and should
involve other appropriate museum staff. Other
types of consultants should be included as
needed.

Environmental Improvements
IMLS supports projects to improve and/or
stabilize climatic conditions such as light,
temperature, relative humidity, vibration,
mold/fungus, pests, or air pollutants. Such
projects might involve purchasing supplies,
materials, and equipment (including storage
furniture) to rehouse and reframe the
collection, and upgrading storage facilities and
holding and exhibition areas.

12

• identification of the objects or specimens
• a full description of the objects’ or
specimens’ current conditions
• anticipated treatment costs
• precise recommendations for treatment,
including suggested materials and
techniques
If the application is for treatment of a large
group of objects or specimens that are
homogenous in period, type, or media, then
the applicant is not required to submit specific
condition reports and treatment proposals
for each object or specimen. However, a
conservation professional’s report on the
entire group, listing each object or specimen,
should be submitted. Note: IMLS will not
provide funds to treat objects or specimens
needed for an upcoming exhibition unless the
applicant can demonstrate that such work is
the museum’s highest collections care priority.

Research

Training

IMLS does not require a research project to be
the museum’s highest collections care priority.
Museums may request financial assistance
to conduct innovative conservation research
projects with potential benefits to the field of
conservation. Funds may be used to:

A museum may request funds to train staff
(including volunteers and interns) in all
areas and at all levels of conservation and
collections care. IMLS supports training
of nonconservation staff in preventive
maintenance and collections care. Training
may also be incorporated into any CPS project
as long as the training portion relates to and
supports the project and the required training
curriculum is provided. Examples of allowable
projects include the following:

• add new knowledge in the conservation
and preservation of collections
• develop more efficient or effective
conservation techniques or training
methods
• investigate techniques to improve
collection environments and (for living
plant collections only) long-term seed
storage
• uncover significant information to inform
or direct a specific conservation treatment
Research proposals should describe
• how the research relates to current
research at the applicant’s museum and
elsewhere
• how this research project relates to other
conservation activities at the museum at
this time
• plans to disseminate the research results
• the expected results of the project (a
summary of successful, completed
research should be provided)
• usefulness to other institutions and the
impact on survival/conservation of the
species involved, if applicable

• training museum staff in basic collections
care techniques
• sending a staff member to a workshop or
seminar
• supporting a conservation internship or
fellowship
In fiscal year (FY) 2007, IMLS is encouraging
applications in this category from institutions
that will provide professional internships for
museums that have suffered disaster-related
damages. Please contact CPS staff at
202-653-4789 to discuss any training projects
that pertain to disaster-related damages.

13

Living Animal Collections

IMLS supports the care of living animal
collections in zoos, nature centers, aquariums,
and similar eligible museums. In addition,
IMLS will support the care of nonliving
collections in these museums. There are
many museums (zoos, aquariums) whose
focus is the care and exhibition of living
animal collections. However, many of these
institutions maintain large, important nonliving
collections, including books, documents,
and manuscripts as well as art, historical,
and scientific collections that are in danger
of being destroyed because of improper
care. In addition, many zoos and aquariums
maintain historic structures that suffer from
poor environmental controls or are in varying
states of disrepair and face potential ruin. An
IMLS CPS General Survey can help zoos and
aquariums to identify existing and potential
problems in such areas. Therefore, IMLS
strongly encourages zoos and aquariums to
consider applying for a general survey of their
nonliving collections and work toward the
development of a long-range conservation
plan to care for these collections. Please refer
to page 10 for more information about the
General Conservation Survey.

Environmental Improvements
IMLS supports projects to improve and/or
stabilize climatic conditions, such as light,
temperature, relative humidity, vibration,
mold/fungus, pests, and air pollutants.
Such projects might involve the purchase of
supplies, materials, and equipment (including
storage furniture) to rehouse and reframe the
collection, and upgrading storage facilities and
holding and exhibition areas.

14

Research
IMLS supports basic and applied research
dealing with captive populations of
endangered species that enhance the
probabilities of survival of these taxa.
Proposed research projects should be
designed to be of maximum benefit to the
collection and the species under study.
Projects should not compromise the health
or well-being of captive or wild populations.
(Please note compliance with the Animal
Welfare Act in IMLS Assurances.) Research
funds may be requested to
• add new knowledge of species
preservation techniques
• develop more efficient or effective
conservation techniques or training
methods
• investigate techniques to improve
collection environments
Research proposals should describe
• how the research relates to current
research at the applicant’s museum and
elsewhere
• how the research relates to the museum’s
ongoing conservation activities
• whether the project is a conservation
priority among coordinated national efforts
• plans to disseminate the research results
• the expected results of the project (a
summary of successful, completed
research should be provided)

Education Component

Training
A museum may request funds to train staff
(including volunteers and interns) in all
areas and at all levels of conservation and
collections care. IMLS supports training
of nonconservation staff in preventive
maintenance and collections care. Training
may also be incorporated into any CPS project
as long as the training portion relates to and
supports the project and the required training
curriculum is provided. Examples of allowable
projects include the following:
• training museum staff in basic collections
care techniques
• sending a staff member to a workshop or
seminar
• supporting a conservation internship or
fellowship
In FY 2007, IMLS is encouraging applications
in this category from institutions that will
provide professional internships for museums
that have suffered disaster-related damages.
Please contact CPS staff at 202-653-4789 to
discuss any training projects that pertain to
disaster-related damages.

All applicants may apply for up to an
additional $10,000 to develop and implement
educational activities that relate directly to
the proposed conservation project, and whose
intended audience is primarily the general
public. This is an opportunity to educate the
public about the value of conservation. IMLS
will support the following costs through the
education component:
• travel, lodging, meals, and other expenses
necessary for project personnel to
complete project activities
• supplies, materials, and equipment to
carry out project activities
• the purchase and production of technical
information and educational materials
associated with the project activities
• the regular salary rate of principal
project participants (if above and beyond
their normal duties) for the time they
are directly involved in the planning,
implementation, evaluation, and research
activities of the education component
• consultant costs related to the project

15

Application Review Process

IMLS staff determines whether an applicant
is eligible and whether an application is
complete. IMLS staff may contact applicants
for information needed to make an eligibility
determination. If an applicant is determined
to be ineligible as an official applicant,
the application will be rejected without
evaluation (see “Institutional Eligibility,” page
4). Incomplete applications are subject to
rejection without evaluation. If an application
is rejected, the applicant will be notified by
mail. All eligible and complete applications will
be competitively reviewed.
All eligible applications for CPS grants will be
evaluated through individual field review and
panel review. Reviewers and panelists are
professionals in their field who have expertise
in the various types of activities and projects.
The IMLS director will make funding decisions
on the basis of the evaluations by reviewers,
the types of projects encouraged by IMLS, and
the overall goals of the CPS program and of
IMLS.
Reviewers provide their evaluation applying
the review criteria identified with the narrative
questions on pages 27-31. For examples of
funded projects, search the Awarded Grants
database at www.imls.gov/search.asp.

16

The Application
Package

Application Components

An application requesting CPS funding should include the following materials:
1. Face Sheet: the two-page form on pages 47-48 of this booklet or “Application for Federal
Domestic Assistance/Short Organizational Form (SF-424)” on Grants.gov.
2. Program Information Sheet: the three-page form on pages 49-51 of this booklet, which is
available as a fill-in PDF form or Word document in the Grants.gov zip file or on the IMLS Web
site.
3. CPS narrative (not to exceed seven pages); include each question’s number and label.
4. Education component narrative (not to exceed three pages); include each question’s number
and label.
5. Budget: the four-page form on pages 52-55 of this booklet, with the detailed budget pages
replicated for each year.
6. Text Responses document(s), which will include the following:
a. Abstract
b. Schedule of completion
c. Budget justification
d. Organizational profile
e. List of key project staff and consultants
f. Resumes for key project personnel
g. Statement of purpose/mission statement and history
h. Explanation of budget surplus or deficit, if appliable
7. Supporting documentation (see pages 38-39).
8. Other attachments:
a. Proof of Nonprofit Status, if applicable
b. Letters of Commitment, if applicable
c. Current, federally negotiated rate for indirect costs, if applicable

18

Application Options

Applicants to the CPS program have two
options for submitting their applications: (1)
on paper or (2) through Grants.gov, the onestop Web site for organizations looking for and
applying for federal grant opportunities. The
application instructions contained within these
guidelines are designed to accommodate
both the paper and the online application
process. Applicants should feel free to contact
CPS program staff at any time with questions
about an application component.

Paper Applications
Applicants who wish to submit their
application on paper are encouraged to
visit www.imls.gov and download the fillable
versions of the application forms, which
are available in both Adobe PDF (Portable
Document Format) and Microsoft Word. To
open these files, applicants must have either
the freely available Adobe Acrobat Reader or
Microsoft Word software on their computers
(visit www.imls.gov/plugins.shtm to link to
free downloads). Caution: Applicants using
the free version of the Reader software
cannot save the filled-out forms, so the forms
must be completely filled in and printed in
one operation. Applicants who have the full
version of Adobe will be able to save filled-out
forms. There are also many low-cost or free
software packages that can help with saving
documents as PDFs.
To learn more, see www.imls.gov/pdf/
PDFConversion.pdf. As an alternative,
applicants may re-create the forms
electronically following the IMLS format or may
type on printed forms.
Please see the “Assembling Paper
Application Packages” and “Submitting
Paper Applications” sections for instructions
on printing, copying, and mailing paper
applications.

19

Grants.gov Applications

Organizations that are applying under the
October 1, 2006, deadline for the CPS
program may submit their applications
through Grants.gov, the federal government’s
online application system. The Grants.gov
system will accept applications through 11:59
P.M. eastern time, October 2, 2006.
While the deadline is October 1, IMLS
recommends strongly that applicants
REGISTER EARLY (see “Grants.gov
Registration” section below) and COMPLETE
AND SUBMIT THEIR APPLICATION EARLY.
Applicants are urged to not wait until the last
day to submit their applications. Grants.gov
can slow down during periods of high usage,
which most often occur between 12:00 noon
and 5:00 P.M. eastern time, particularly on
days near a deadline. Applicants will have
a better experience if they submit their
application outside of these hours and in
advance of the deadline.

Grants.gov Registration
All applicants who are using Grants.gov must
register with Grants.gov before submitting
their application. The multistep registration
process generally cannot be completed in a
single day. Applicants who are not already
registered should allow at least two weeks
to complete this one-time process. DO NOT
WAIT UNTIL THE DAY OF THE APPLICATION
DEADLINE TO REGISTER.
Step-by-step instructions for registering are
available at www.grants.gov/GetStarted. In
addition, IMLS has created an easy-to-follow
checklist for registering at www.imls.gov/
applicants/grantsgov/checklist.shtm.
Applicants who have problems registering
should call the Grants.gov help desk at
1-800-518-4726; e-mail
[email protected]; or consult the
information posted on the Grants.gov Web
site at www.grants.gov/CustomerSupport.
The Grants.gov customer service hours are
7:00 A.M. to 9:00 P.M. eastern time, Monday
through Friday.
Applicants do not need to complete the
registration process to download the
application package and begin to prepare their
material (see below). However, they will need
their Grants.gov UserID and password, which
are obtained during the registration process,
to submit their completed application.

20

Obtaining Application Packages
Electronic application packages are obtained
directly from www.Grants.gov. Organizations
applying through Grants.gov will first need to
locate the CPS package on the site. At the
time of printing, the Grants.gov Web site was
undergoing a redesign, so IMLS is unable to
provide step-by-step instructions for finding
the package on the site. Visit www.imls.gov/
grantsgov for up-to-date instructions.
Applicants will need to know one of the
following to locate the package:
CFDA No: 45.303
Funding Opportunity Number: CPS-FY07
To access, complete, and submit the
application package, applicants will need
to have PureEdge Viewer, a small, free
software program, installed on their computer.
Applicants who do not already have this
software can follow the instructions on Grants.
gov for installing this program.
Please note that the PureEdge viewer is
compatible with PCs running the Windows
operating system. Non-Windows users will be
able to download and complete the PureEdge
forms by taking advantage of the free Citrix
server. See www.grants.gov/MacSupport for
more information.
The application package will download in
a zipped file (.zip). Applicants will need to
have software that unzips files to open them.
Numerous freeware packages are available
on the Internet. The .zip contents are also
available on the IMLS Web site at
www.imls.gov/grantsgov.

Working on an Application Package
1. When opening the application package
that is saved on the applicant’s computer,
the Grants.gov “Grant Application
Package” screen will appear. In the
“Application Filing Name” field, applicants
should enter their organization’s legal
name.
2. The forms needed to complete the CPS
application appear in the “Mandatory
Documents” box. To open an item, click
on it to select it, and then click on the
“Open Form” button that is beneath the
“Mandatory Documents” box. Forms
cannot be opened by double-clicking.
When a form is more than one page,
navigate between pages by using the
“Next” or “Previous” buttons at the top of
the screen.
3. After working on a form, click the “Close
Form” button at the top of the screen to
capture entered information and return to
the “Grant Application Package” screen.
Before closing the “Grant Application
Package” screen, click on the “Save”
button. Until all of the required fields in all
of the mandatory forms are completed,
clicking on the “Save” button will generate
the invalid values message referred to
in Item 4 above. Click “Yes” to proceed.
Grants.gov will also ask: “File Already
Exists. OVERWRITE?” Clicking “Yes” will
save the most recent changes to the
existing file.
4. When a form is completed, click on the
form name in the “Mandatory Documents”
box to select it, and then click the “=>”

21

Grants.gov Applications

button. This will move the form to the
“Mandatory Completed Documents for
Submission” box. All forms must be in
the “Mandatory Completed Documents
for Submission” box before an applicant
will be able to submit their application.
Forms can be worked on from either the
“Mandatory Documents” or “Mandatory
Completed Documents for Submission”
box.
There are two forms in the “Mandatory
Documents” box that every applicant must fill
out before submitting their application:
1. Application for Federal Domestic
Assistance/Short Organizational Form (SF424s): This form asks for basic information
on the applicant’s organization and
project. It is equivalent to the IMLS Face
Sheet form in the conventional application
package.
2. Attachments Form: This is not a form
in the conventional sense, but rather a
place to attach the other CPS forms and
additional items that must be included for
a Grants.gov application package to be
considered complete.

22

can be saved in either PDF or Word format,
then attached to the application using the
Attachments Form.
Before completing the required forms,
applicants may want to activate the Help tool
by clicking on the help button (looks like a
question mark) in the tool bar. Applicants can
then find instructions by positioning the cursor
over each item or, where relevant, over the
radio button for an item. Detailed instructions
for certain items are provided in the next
section.
Application Attachments
The Attachments Form is not a form in the
conventional sense. Rather, it is a place to
attach documents/files that are completed
and saved elsewhere on the applicant’s
computer. The forms and documents that
must be attached to the Attachments Form
are listed in their correct sequence below:
1.
2.
3.
4.
5.

Program Information Form
Narrative
Budget Form
Text Responses document(s)
Required or suggested supporting
documentation attachments
6. Any remaining attachments

The Optional Document box contains a second
attachments form called “Other Attachments
Form.”

Several important points about the forms and
documents to attach:

Note: The Program Information Form and the
Budget Form are also mandatory components
of the CPS application. They are included
in the downloaded .zip file in both Adobe
PDF and Microsoft Word formats, and are
also available on the IMLS Web site. They

1. On the Attachments Form, there are 15
attachment buttons, labeled “Attachment
1” through “Attachment 15.” By clicking
on a button, applicants will be able to
choose the file from their computer that
they wish to attach. Applicants should

attach only one copy of each item. The
Optional Documents box contains a
second attachments form called “Other
Attachments Form,” which can be
used if the applicant has more than 15
attachments. Applicants are encouraged
to create multipaged documents that
consolidate multiple attachments into one
document, if possible.
2. Applicants must submit all attachments
in one of the following formats: Microsoft
Word (.doc), Adobe Portable Document
Format (.pdf), Microsoft Excel (.xls), JPEG
(.jpg), rich text (.rtf), or plain text (.txt).
To save the PDF versions of either the
Program Information Form or Budget
Form as a PDF, applicants must use
Adobe Acrobat Approval or the full Acrobat
Standard or Professional Programs.
(Acrobat Approval is no longer available for
purchase, but existing versions will work.)
Caution: Applicants using the free version
of the Reader software cannot save the
filled-out forms.
Nonform documents, such as the narrative
and Text Responses document(s), can be
created with any software, but must be
saved and submitted in one of the formats
listed above. Applicants who do not have
the software needed to convert files to
PDF can use one of the many low-cost
or free software packages available. To
learn more, go to www.imls.gov/pdf/
PDFConversion.pdf. Documents not
available in an electronic format should be
scanned and submitted as a PDF or JPEG
file.

3. For documents that are not forms,
applicants should make sure that pages
are clearly labeled with the organization’s
legal name and the name of the item
(e.g., application narrative) and numbered
sequentially.
4. Forms and document files should be
labeled clearly and attached in the proper
order so that IMLS can correctly identify
attachments.
5. Applicants do not have to fill in all 15
Attachments Form buttons.
6. If unable to view an attachment by clicking
the “View Attachment” button on the
Attachments Form, applicants should
check the bottom of the screen for the
message “Pop-ups were blocked on this
page.” If this message is present, pressing
“Ctrl” and “View Attachment” will enable
the applicant to see the attachment.
Grants.gov Help
For help on how to use Grants.gov, please
see the help material on the Grants.gov Web
site at www.grants.gov/CustomerSupport.
Applicants can also e-mail the Grants.gov
helpdesk at [email protected] or call them
at 1-800-518-4726 from 7 A.M. to 9 P.M.
eastern time, Monday through Friday.
The Grants.gov help desk will assign a case
number to each inquiry. This number only
documents the inquiry to the help desk, and is
in no way related to the tracking number that
Grants.gov will assign an application once it
has been successfully submitted.

23

Face Sheet/SF-424s

The IMLS Face Sheet is a two-page form
located on pages 47-48. It is the equivalent
of the “Application for Federal Domestic
Assistance/Short Organizational Form (SF424s)” on Grants.gov.
Note: Questions 1 to 4 will auto-fill for Grants.
gov applicants and are not required for paper
applicants.

5. Applicant Information
a. Legal Name: Enter the legal name of the
organization that is making the application.
Please see page 4 (Institutional Eligibility) for
eligibility details. If the eligible entity does not
have the authority to apply directly to IMLS
for funding, enter the name of the parent
organization that is submitting the application
on behalf of the eligible entity. Enter the name
of the eligible entity in the space provided
for “Organizational Unit” on the Program
Information Form, Question 1b.
b. Address: Use Street1 for the organization’s
street address or post office box number,
whichever is used for its U.S. Postal Service
mailing address. Street2 is not a required
field and should be used only when a Suite or
Room Number or other similar information is
part of the address.
In the Zip+4/Postal Code box, enter the full
nine-digit Zip code assigned by the U.S. Postal
Service. An organization’s full Zip code can be
retrieved at www.usps.com/zip4.
d. Type of Applicant: After checking page
5 for CPS program eligibility, select the one
code that best characterizes the applicant
organization from the menu in the first drop-

24

down box. Leave the other boxes blank. The
following types of applicants are not eligible to
receive CPS grants:
•
•
•
•
•

Individual
Public/Indian Housing Authority
For-profit organization
Small business
Nondomestic (non-U.S.) entity

e. EIN/TIN: Enter the nine-digit number
assigned by the IRS; do not use a Social
Security number.
f. Organizational DUNS: All organizational
applicants for federal funds must have a
DUNS number. If applying through Grants.gov,
ensure that the number entered here agrees
with the number (either 9 or 13 digits) that
was used with the CCR (Central Contractor
Registry) as part of the Grants.gov registration.
g. Congressional District (Grants.gov
applicants only—this field is not present
on the paper form on pages 47-48): Enter
the number of the congressional district in
which the applicant organization is located.
Use the following format: two-letter state
abbreviation, followed by a hyphen, followed
by the three-digit district number. For example,
if the organization is located in the 5th
Congressional District of California, enter “CA005.” For the 12th district of North Carolina,
enter “NC-012.” If a museum does not have
a congressional district (e.g., it is located in
a U.S. territory that does not have districts),
enter 00-000. To determine an institution’s
district, visit the House of Representatives
Web site at www.house.gov and use the “Find
Your Representative” tool.

6. Project Information
a. Project Title: Provide a brief descriptive
title.
b. Project Description: Briefly describe the
specific project, not the applicant organization.
Use clear language that can be understood
readily by readers who may not be familiar
with the discipline or subject area.
c. Proposed Project Start Date/End Date:
Enter the beginning and ending dates for the
requested period of support—that is, the span
of time necessary to plan, execute, and close
out the proposed project. CPS projects must
begin between May 1, 2007 and September
1, 2007. Start dates must be the first day of a
month and end dates must be the last day of
a month.

7. Project Director
Provide the requested information for the
project director, who will be responsible for
carrying out the project and who will serve as
the key contact person with IMLS regarding
the progress achieved under the grant. Leave
the Social Security number blank. Select a
prefix (even though this field is not required on
Grants.gov).

8. Primary Contact/Grants Administrator
Provide the requested information for the
individual who should be contacted on all
matters involving this application and the
administration of any grant that may be
awarded. For colleges and universities,
this person is often a sponsored research,
sponsored programs, or contracts and grants
officer. In some museums, the person could
be the development director. Leave the Social

Security number blank. Select the appropriate
prefix (even though this field is not required on
Grants.gov)
In some organizations, particularly smaller
ones, this individual may be the same as the
project director. If this is the case, check the
“Same as Project Director” box. (If the primary
contact/grant administrator is the same as
the authorizing official, please complete all
items under both 8 and 9 even though there
will be some repetition.)
9. Authorized Representative
Enter the name and contact information
of the person who has the authority to
apply for federal support of the applicant’s
activities and enter into legal agreements in
the name of the applicant. The authorized
Representative should not be the same
person as the Project Director. By checking
the “I Agree” box at the top of Item 9 and
signing the application, this individual certifies
the applicant’s compliance with relevant
federal requirements (the “IMLS Assurances
and Certification” section, pages 57-63). All
written correspondence will be addressed to
the authorized representative.
For Grants.gov applications, the “Signature of
Authorized Representative” and “Date Signed”
boxes will be populated upon submission of
the application. Submission of the application
by the authorized representative certifies
compliance with relevant federal requirements
as the signature does on a paper application.

25

Program Information Sheet

1. Applicant Information

4. Museum Profile

a. Legal Name: Enter the legal name of the
applicant.

All CPS applicants must answer all questions
in this section. If a museum indicates a
budget surplus or deficit for question 4g, an
explanation should be included in its Text
Responses document.

b. and c. Organizational Unit and Address:
If the eligible entity cannot apply for grants
on its own behalf, then enter the name and
address of the entity in these spaces. For
example, if a museum or library that is part
of a parent organization, such as a university,
is applying, the university would be the legal
applicant, and the museum or library would
be entered as the organizational unit. Be sure
to include the four-digit extension on the Zip
code.
d. Web Address: If an organizational unit is
listed, enter its Web address here. If not, enter
the Web site of the entity listed at Legal Name.
e. Type of Institution: Select the one that
most accurately describes the applicant.

2. Grant Program or Grant Program
Category
Select one of the categories listed under “b.
Conservation Project Support.”

3. Request Information
a. IMLS Funds Requested: Enter the amount
sought from IMLS.
b. Cost Share Amount: This program requires
a 1:1 minimum match. Enter the amount here.

26

5–7.
CPS applicants should skip these sections.

8. Collection and Material Information
a. Select a Type of Collection.
b. Types of Materials: Indicate which
collection types are primarily affected by the
project by marking affected types on a scale
from 1 (primarily affected) to 4 (minimally
affected). Mark as many as needed.

CPS Narrative

The following section includes the narrative
questions for the Conservation Project
Support grant application. If also applying for
the education component of the grant, then
the applicant must complete this narrative
section and the narrative section for the
education component which begins on page
30. A well-designed proposal narrative is
thorough and succinct while addressing all of
the following evaluation criteria. These criteria
must be addressed in the order presented and
must be labeled with number and/or section
title to guide reviewers in their evaluation.
The narrative criteria are designed to create a
proposal that begins with the broadest ideas
and progresses to the details.

• Have each page numbered.
• Use no smaller than a 12-point typeface
with no more than six lines per vertical
inch and standard spacing between
letters. Condensed fonts are not
acceptable. Handwritten applications are
not acceptable.
Grants.gov applicants should use the
Attachments Form to attach this document
to their applications. Attachments will be
accepted only in one of the following formats:
Microsoft Word (.doc), Adobe Portable
Document Format (.pdf), Microsoft Excel (.xls),
JPEG (.jpg) rich text (.rtf), or plain text (.txt).

The application narrative must be no
more than seven pages, must address the
evaluation criteria in the order presented here,
with each response numbered, and must
• Identify grant activities and address the
narrative questions listed below.
• Answer each question in the order listed
below, labeled and numbered.
• Not include detailed budget discussions.
These should be included in the “Budget
Justification” section (see page 36).
• Be no more than seven single-spaced,
one-sided pages in length.
• Have the applicant organization’s name at
the top of each page.
• Have a margin of at least .5 inch on all
sides.

27

CPS Narrative

1. Project Design
Describe the project activities and overall
goals. Include the goals and objectives of
each task and how they will be met. Discuss
the amount of time staff and consultants will
spend on the project and the museum’s plan
to ensure that normal museum operations
are not disrupted during the project activities.
Describe the object(s), historic structure(s), or
specimen(s) that are the focus of this project,
including information on the types, numbers,
and materials involved. Include information
about the conditions to which the object(s),
historic structure(s) or specimen(s) are
currently exposed and why they merit attention
at this time.

2a. Conservation Methods
Note: Applicants submit a training project
should answer only alternate question 2b,
rather than 2a. However, if a project includes
training as a major component, then applicants must answer both questions 2a and 2b.

Review Criteria: Extent to which the project
proposes efficient, effective, and successful
approaches to accomplish clear goals and
objectives. Evidence that the object/historic
structure/specimen that is the focus of this
grant is in inappropriate conditions and
worthy of attention at this time. Evidence that
the project will not impede normal museum
operations.

Review Criteria: Evidence that these methods
are the most appropriate and logical for
the proposed activities. Assurance that the
safety and care of the collections involved in
the project are maintained throughout the
duration of all activities.

Describe the methods in terms of their
efficiency, reliability, and safety. Discuss how
these methods conform to currently accepted
conservation methods for this type of work
(if controversial or unproven conservation
techniques are proposed, state why these
techniques were chosen). Describe plans to
protect objects from disruptive elements (e.g.,
construction dust, movement of objects).

2b.Conservation Training (if applicable)
Describe the rationale for the proposed
training curriculum, including training
materials, training methods, audience served,
and intended benefits for the applicant and
trainees. Identify what collections will directly
benefit from this training. Describe all relevant
teaching experience of the instructor(s).
Review Criteria: Evidence that all recipients
of the proposed training will increase their
knowledge of collections care. Evidence that
the training will have positive benefits for the
applicant’s conservation/collections care
practices. Evidence of the instructor’s ability to
train museum personnel in collections care.

28

3. How the Project Meets the Highest
Conservation Needs
Describe how the project ties into the
museum’s long-range conservation plan and/
or conservation priorities. Explain why this
project is the museum’s greatest collection
care need at this time.
Review Criteria: Evidence that the applicant
will address the institution’s highest
conservation priority as demonstrated/
documented in a conservation assessment
report or long-range conservation plan.
4. How the Project Fits into Ongoing
Conservation Activities
For general conservation survey applicants
only: Describe the project steps in terms of the
museum’s previous and current collections
care activities.
Applications for other types of projects should
describe the museum’s general housekeeping
and day-to-day maintenance activities and
previous and current conservation activities,
including accomplishments from any
previously awarded IMLS conservation grants.
Also describe the museum’s overall financial
commitment to conservation as well as the
governing authority’s commitment.
Review Criteria: Evidence that the museum
is practicing good responsible collections
care and how any previous CPS grants (if
applicable) have enhanced the collections
care at the institution. Evidence that the
museum’s management has committed
resources (financial, staff, materials, supplies,
equipment) for improving overall collections
care.

5. Anticipated Benefits of the Project
Describe the benefits of this project for
the museum, audience, or the museum
field and how the benefits will be used and
disseminated to the museum’s audiences.
Provide information about any intended
products (written reports, plans, publications,
etc.) that will result from this project.
Review Criteria: Evidence that the collections
will be better served by the successful
completion of this project. Evidence of the
beneficial impact the project activities will
have on the institution, its staff, and its
audience(s).
6. Project Resources: Time and Budget
Describe the specifics of the time allotted for
major activities and how these activities will
fit within the overall activities of the museum.
Discuss the budget allocated to accomplish
the proposed activities.
Review Criteria: Evidence that the project
activities will be effectively completed and
that the institution is capable of carrying
the project to its successful conclusion
through the deployment and management
of resources, including money, facilities,
equipment, and supplies. Appropriateness and
cost-efficiency of budget to complete these
activities.

29

Education Component
Narrative (Optional)

7. Project Resources: Personnel
Describe personnel who will accomplish
the proposed goals. Briefly describe their
qualifications and how they will be able to
accomplish the necessary tasks for the
project, especially if they are current museum
staff with other duties. If new personnel will be
hired, describe the positions in detail and the
qualifications of appropriate candidates.
For any project personnel who have not been
chosen (i.e., consultants, interns), summarize
the position’s required qualifications under
question 7 and attach a separate position
description.
Do not provide qualifications, resumes, or
position descriptions for personnel whose role
in the project is primarily administrative.
Review Criteria: Evidence that the project
personnel are qualified to accomplish project
goals and activities. Extent to which personnel
can commit adequate time to manage
and implement project activities. Extent to
which personnel demonstrate appropriate
experience and expertise in the specific area
the project addresses.

Answer the following four questions in no more
than three narrative pages. Spacing for each
response may be distributed at the applicant’s
discretion, as long as the applicant
• answers all questions
• answers each question in the order
presented
• does not exceed three full pages (8.5 x 11
inches)
1. Project Design
Describe the project activities and overall
goals. Include the goals and objectives of
each task and how they will be met. Discuss
the amount of time staff and consultants will
spend on the education component.
Review Criteria: Extent to which the education
component proposes efficient, effective, and
successful approaches to accomplish clear
goals and objectives.
2. Anticipated Benefits of the Project
Describe the benefits of this education
component for the museum, the museum’s
audience, or the museum field and how
the benefits will be used and disseminated.
Provide information about any intended
products (publications, brochures, CDs, etc.)
that will result from this project.
Review Criteria: Evidence that the museum
and its audience will benefit from the
successful completion of this project.

30

3. Project Resources: Time and Budget
Describe the specifics of the time allotted for
education component activities and how these
activities will fit within the overall activities
of the conservation project. Discuss the
budget allocated to accomplish the proposed
activities.
Review Criteria: Evidence that the education
component activities will be effectively
completed and that the museum is capable
of carrying the education component to its
successful conclusion through the deployment
and management of resources, including
money, facilities, equipment, and supplies.
Appropriateness and cost-efficiency of budget
to complete these activities.

4. Project Resources: Personnel
Describe personnel who will accomplish the
education component goals. Briefly describe
their qualifications and how they will be able
to accomplish the necessary tasks for the
education component, especially if they are
current museum staff with other duties. If new
personnel will be hired, describe the position
and its qualifications in detail.
For any project personnel who have not been
chosen (i.e., consultants, interns), summarize
the position’s required qualifications under
question 7 and attach a separate position
description.
Do not provide qualifications, resumes, or
position descriptions for personnel whose role
in the project is primarily administrative.
Review Criteria: Evidence that the education
component personnel are qualified to
accomplish the component’s goals and
activities. Extent to which personnel can
commit adequate time to manage and
implement education component activities.
Extent to which personnel demonstrate
appropriate experience and expertise in
the specific area the education component
addresses.

31

Budget

The CPS application requires three elements
to describe the costs of a proposed project.
The Detailed Budget for each year of the
project and the Summary Budget that
describes costs for the entire project are
both part of the four-page Budget Form on
pages 52-55.The third element is the Budget
Justification, which is referenced below and
further explained in the “Text Responses
Document” section.

Section A: Detailed Budget
Applicants need to fill out a copy of the
Detailed Budget Form for each year of the
project. The first copy of the Budget Form
should begin on the project start date and end
12 months later. Applicants using the PDF or
Word fill-in forms can fill out the form for one
year, save or print it, then fill it out again for
the remaining years. Applicants using the PDF
fill-in forms will notice that the columns total
automatically, whereas applicants using the
Word forms will have to total their columns
manually.
Applicants who are including an education
component in their application should include
the component’s costs under “Other Costs”
and provide more detailed explanation in the
Budget Justification.
The budget should include the project costs
that will be charged to grant funds as well as
those that will be supported by the applicant
or third-party cash and in-kind contributions
(cost sharing). In-kind contributions include
the value of services or equipment that is
donated to the project free of charge. All of
the items listed, whether supported by grant
funds or cost-sharing contributions, must be

32

reasonably necessary to accomplish project
objectives, allowable in terms of the applicable
federal cost principles, auditable, and incurred
during the grant period. Charges to the project
for items such as salaries, fringe benefits,
travel, and contractual services must conform
to the written policies and established
practices of the applicant organization. When
indirect costs are charged to the project, care
should be taken to ensure that expenses
included in the organization’s indirect cost
pool (see “Indirect Costs” below) are not
charged to the project as direct costs.
“Method of Cost Computation” can refer to a
percentage of a person’s time devoted to the
project, a number of days, a quantity of items,
and so on. This column should clarify how the
applicant arrived at the costs indicated.
1. Salaries and Wages: Indicate both
temporary and permanent staff by noting
“temp” or “perm” in parentheses after each
staff member listed.
2. Fringe Benefits: Fringe benefits may
include contributions for Social Security,
employee insurance, pension plans, and so
on. Only those benefits not included in an
organization’s indirect cost pool may be shown
as direct costs.
4. Travel: The lowest available commercial
fares for coach or equivalent accommodations
must be used, and foreign travel must be
undertaken on U.S. flag carriers when such
services are available.

6. Services: List the costs of project activities
to be undertaken by a third-party contractor,
including a partner, under this budget category
as a single line item that shows the amount
that will be charged to IMLS grant funds and
the cost sharing that will be contributed by the
third party. Attach a complete itemization of
these costs to the IMLS Budget Form. If there
is more than one contractor, list the cost of
each contract separately on the IMLS Budget
Form and with an attached itemization.
7. Student Support: CPS applicants should
leave this section blank.
8. Other Costs: Please do not use the “Other
Costs” section to list items that did not fit
in the number of lines allotted for another
section. If more lines are needed, the
information should be summarized in the
Budget Form and further explained in the
Budget Justification.
Applicants who are including an education
component in their application should include
the component’s costs under “Other Costs”
and provide more detailed explanation in the
Budget Justification.
10. Indirect Costs: Indirect costs are project
costs that an organization incurs that
cannot be easily assigned to an individual
project. They are also called “overhead”
or “administrative costs.” Examples of
indirect-cost type items are charges for
utilities, insurance, use of office space and
equipment owned by the applicant, local
telephone service, and the salaries of the
management and administrative personnel of
the organization.

Organizations that do not have a federally
negotiated indirect cost rate and do not wish
to negotiate one may charge an administrative
fee to the project of up to 15 percent. IMLS
will pay this administrative fee only on
that portion of direct project costs that are
supported by IMLS funds. This fee may also
be applied to the direct project costs that
will be supported by the applicant and may
therefore be counted as part of the applicant’s
cost sharing. If an applicant chooses this
option, it must be careful to exclude all
indirect-cost type items from the budget and
the fee may not be applied to more than
the first $5,000 of distorting costs such as
equipment purchases or subcontracts.
If an organization has a federally negotiated
indirect cost rate that will be current on
the date of award, as cited on the award
notification, this rate may be used to
determine total project costs, as long as
the rate is applied in accordance with the
negotiated agreement and a copy of the
negotiation is forwarded to IMLS with the
application. However, IMLS will pay indirect
costs only on the portion of the direct costs
that are supported by IMLS funds. Indirect
costs that are related to the direct project
costs that will be supported by the applicant
may be included in the budget only as a part
of the applicant’s cost sharing. IMLS will not
accept an indirect cost rate that is scheduled
to expire before the award is issued.

33

budget

An organization that is in the process of
negotiating an indirect cost rate with a
Federal agency may apply the proposed
rate to estimate total project costs as long
as it follows the instructions in the previous
paragraph in applying the rate and includes
the indirect cost proposal in the application
material. IMLS will not pay any indirect costs
until a rate is negotiated and a copy of the
final agreement is submitted to the IMLS
Office of Grants Administration. It is possible
that the amount of the award will be reduced
if the final negotiated rate is less than the
rate that was used in the application budget.
However, the amount of the award will not
be increased if the negotiated indirect cost
rate is higher than the rate proposed in the
application.
Once an indirect cost rate is accepted by
IMLS, the rate shall be considered fixed for
the duration of the award even if, during the
course of the award, the grantee negotiates a
new indirect cost rate.
If a grantee has one or more predetermined
rates negotiated at the time of the award, e.g.,
30 percent the first year and 32 percent the
second year, these rates may be used in the
project budget. However, in the example given
above, if the grant period ran more than two
years, the last predetermined rate would apply
not only to the second year of the grant but
also to any subsequent years.
These instructions also apply to an
organization that will function as a partner in
undertaking grant activities.

34

Section B: Summary Budget
The Summary Budget should clearly
identify the amount requested from IMLS
and the amount provided as cash and inkind contributions by the applicant, by any
partners, and from any other sources.

Text Responses Document

For the following application items, create a
single document that includes all of the items
below, in the order listed below. When it is
finished, please run spell check (if available)
and make corrections. Text Responses
documents must

Abstract

• supply information in the order requested.
• include the title (e.g., Abstract) for each
item.
• have the applicant organization’s name at
the top of each page.
• have a margin of at least .5 inch on all
sides.
• have each page numbered.
• use no smaller than a 12-point typeface
with no more than six lines per vertical
inch and standard spacing between
letters. Condensed fonts are not
acceptable. Handwritten text responses
are not acceptable.

• Who is the lead applicant and who are the
formal partners, if applicable?
• What is the time frame for the project?
• What will be the project’s activities,
outcomes, and tangible products?

A Project Abstract not exceeding one singlespaced (660-word maximum) page must be
provided. Information in the abstract should
cover the following areas as related to the
proposed project:

This abstract may be used by IMLS for
public information purposes, so it should be
informative to other persons working in the
same or related fields and insofar as possible
understandable to a technically literate lay
reader. The abstract must not include any
proprietary or confidential information.

Schedule of Completion
Grants.gov applicants should save the
document with the file name “TextResponses.”
Applicants will use the Attachments Form to
add this document (or documents) to their
applications. Attachments will be accepted
only in one of the following formats: Microsoft
Word (.doc), Adobe Portable Document Format
(.pdf), Microsoft Excel (.xls), JPEG (.jpg), rich
text (.rtf), or plain text (.txt).

The applicant must provide a Schedule of
Completion that shows when each major
project task will be undertaken, marks
the milestones for each grant activity, and
designates how grant funds are to be spent
throughout the project. The Schedule of
Completion must also correspond to the
activities described in the narrative and the
project dates on the Face Sheet and Budget
pages. One way to plot this information is in
a graph or chart that lists project activities
and the corresponding months when these
activities will take place during the project.
This document may be created as a narrative
or spreadsheet, and should be no longer
than one page per year. See page 56 for an
example.

35

Text Responses Document

Budget Justification
The Budget Justification should explain
all elements of the Detailed Budget and
the “Other costs” listed for the education
component, if requested. For example, the
Budget Justification should explain the role
that each person listed in the project budget
will play. It should also provide justification
for all proposed equipment, supplies, travel,
services, and other expenses. The application
should provide specifications for all hardware
and software for which IMLS funding is
requested.
IMLS encourages applicants to contribute as
cost share the salaries of permanent staff to
be employed on a project in proportion to the
amount of time they will spend on the project.
If IMLS funding is requested for salaries of
permanent staff, the proposal should explain
why funds are requested for this purpose and
how the regular duties of these individuals
will be performed during the grant period. The
Budget Justification should explain the role
of any outside consultants and third-party
vendors to be employed on the project and
how each was identified and selected. Costs
for third-party service providers should be
documented by bids or otherwise justified.

36

The cost of project activities to be undertaken
by a third-party contractor, or a partner,
should be listed under “Services on the
Detailed Budget” as a single line item that
shows the amount that will be charged to
IMLS grant funds and the cost sharing that
will be provided by the third party. A complete
itemization of these costs should be included
as part of the Budget Justification. If there is
more than one contractor, the cost of each
contract must be listed separately on the
IMLS Budget Form and an itemization must be
included as part of the Budget Justification.

Organizational Profile
Provide an organizational profile of no
more than one page. Include the following
information: (1) the organization’s mission
and (2) the organization’s service area
(audience served, including size, demographic
characteristics, and geographic area).
This information will give the reviewers an
understanding of the applicant organization.

Names of All the Formal Partners for This
Project (if applicable)
The applicant must list all official partners and
include a brief description of each partner’s
key roles and responsibilities in the project.

List of Key Project Staff and Consultants
and Resumes for Key Project Personnel

Statement of Purpose/Mission
Statement and History

1. Provide a list of the key project staff
and the consultants who will be directly
involved in the program.

The Statement of Purpose and History page
includes a mission statement and brief
background history for the reviewers that
• must note the source, approving body, and
date of the official document in which it
appears
• may be quoted from or summarized
to convey the essential points of the
statement, if the statement is too long to
be quoted in full
• must accurately portray the museum’s
purpose or mission
• uses the remaining space on the page to
include a brief history of the museum
• must be one page or less

2. Add resumes or vitae of no more than two
pages each for all key personnel (both
staff and consultants). Add a page break
at the end of the list of personnel, then
add page breaks at the end of each of the
resumes/vitae.
3. If the key project personnel have not been
selected by the application deadline date,
then submit position descriptions instead
of resumes. Because application reviewers
rely on resumes to determine the project’s
potential for success, if the personnel
have not been chosen, the application
may be at a competitive disadvantage.

Explanation of Budget Surplus or Deficit
If an applicant indicates a budget surplus
or deficit for the two previous fiscal years on
question 4g of the Program Infomation Sheet,
they must include a one-page explanation.

37

Supporting Documentation

Required Supporting Documentation
Supporting documentation is documents that
specifically relate to the justification for the
project. IMLS requires inclusion of required
documentation for the specific project applied
for, and strongly encourages the inclusion of
any suggested documentation.
Required attachments may include survey
reports, treatment proposals, photographic
documentation, letters of commitment,
resumes, position descriptions, bibliography,
and curricula. Suggested attachments,
although not required, that may strengthen
a proposal may include a long-range
conservation plan, letters of support, and
photographic documentation.
Note: All supporting documentation should
include dates of creation and authorship.
For All Conservation Projects (Except
General Surveys)
• General Conservation Survey report
or CAP survey (projects with Nonliving,
Natural History/Anthropology, and Living
Plant collections only). Applicants who do
not have a General Conservation Survey or
CAP survey should contact CPS program
staff immediately. Note: Instead of the
entire general survey, applicants may
submit only its executive summary and
pertinent parts.

38

For General Survey and Detailed
Condition Survey Projects
• A sample of the survey form to be used, a
sample of a similar conservation survey
previously completed by the applicant’s
proposed consultant or conservation
professional, or a brief paragraph that
details what will appear on the survey
form.
For Training Projects (or projects that
include a Training Component)
• Applicants must include a training
curriculum or a separate description of the
proposed training activities.
For Treatment Projects
• Visual documentation of object(s) or
specimen(s) to be conserved (e.g., slides,
photographs, videos, publications). Note:
Please make sure the quality of the
visual images submitted allows for easy
identification of the object or specimen
and the damage from which it suffers.
• Detailed condition reports and/or
proposals for each object or specimen (or
group of like objects or specimens). Note:
Condition reports and treatment proposals
should be prepared in accordance with the
American Institute for Conservation’s Code
of Ethics and Guidelines for Practice.
For Research Projects
• Bibliography of literature search
(alphabetical order)
• Reference citations used in the application
narrative (numeric order)

Suggested Supporting Documentation
For All Conservation Projects
• Collections management policy
• Long-range conservation plan
• Any previous conservation surveys
conducted at the museum
For Environmental Improvement Projects
• Any previous survey reports of
environmental conditions
• Product literature and comparative bids
for major purchases or contracts
• Photographs of environment to be
improved
• Any building structure reports
For Treatment Projects
• Any building reports
For Research Projects
• Publications of previous research results

For Living Plant and Animal Research
Projects
• Written confirmation of the project’s
review and approval by the applicant’s
Institutional Animal Care and Use
Committee (IACUC) or Animal Welfare
Committee. Note: If there is no standing
IACUC at the institution, include evidence
of approval by the entity or group
responsible for oversight of animal welfare
and human use of animals in research.
• Letters of support from Taxon Advisory
Group (TAG) and/or Species Survival.
Current status of these animals in the wild
and captivity.
• Regional collection plan
• Similar efforts
• Importance of project to captive and
wild population
• Zoo’s ability to undertake project
• Appropriate letters of support or
endorsement should come from the
United States Fish and Wildlife Service,
or the management authority in the host
country.
• For international projects, appropriate
letters of support or endorsement.

39

Other Attachments

Proof of Nonprofit Status

Points to Remember

If the applicant’s organization is a private,
nonprofit organization (for those who
answered “Private Nonprofit” or “Other” on
question 5d of the Face Sheet):

• The number of attachments that may
be included is not limited. However, all
attachments must relate specifically to the
applicant’s project. Grants.gov applicants
are provided with two Attachments Forms,
each allowing up to 15 attachments.
Applicants are encouraged to create
multipage documents that include
multiple attachments, when possible.

• The applicant must submit a copy of the
IRS letter indicating the organization’s
eligibility for nonprofit status under the
applicable provisions of the Internal
Revenue Code of 1954, as amended.
• IMLS will not accept a letter of state sales
tax exemption as proof of nonprofit status.

Letters of Commitment
Applicants must submit a letter of
commitment for each project consultant. The
letter should include
• confirmation that the consultant will work
on the project if funded
• dates of service, scope of work, and fee
structure
The information in this letter must correspond
to the information in the application narrative.

40

• Do not overburden the field reviewers with
unnecessary materials.
• All attachments should include dates of
creation and authorship.

Assembling Paper Application Packages

Review your application package carefully before sending it to us. You must include all of the
required items listed below and the proper number of copies. (Each item described in detail in
Step 2.) Your application is subject to rejection without review if any required item is missing. If
you have any questions, contact CPS Program staff.
Step One: Make two photocopies of your Face Sheet and Program Information Sheet
Extra Face
Sheets/
Program
Information
Sheets
(copy 1)

Extra Face
Sheets/
Program
Information
Sheets
(copy 2)

Note: Make sure to copy all 5 pages of the Face Sheet and
Program Information Sheet

Step Two: Collate ONE original (complete) copy of your application as follows:

Face Sheet
(2 pages)

“Text
Responses”
Document

Program
Information
Sheet
(3 pages)

CPS
Narrative
(7 or fewer
pages)

Education
Component
Narrative, if
appliable (3 or
fewer pages)

Detailed
Budget
Forms by Year
(3 pages each)

Required
Supporting

Suggested
Supporting

Proof of
Non-Profit
Status

Letters
of
Commitment,
if applicable

Summary
Budget
(1 page)

Step Three: Make SIX identical sets of the material assembled in Step Two.
Step Four: Collate your piles from Steps One thru Three as follows:
Extra Face
Sheets and
Program
Information
Sheets
(2 copies)

Original
Application

Six copies of
the Original
Application

Step One

Step Two

Step Three

Do not use staples to fasten pages together; use binder clips or other removable binding. Please
Note: IMLS will not do your photocopying or collating!
Your materials are now ready to send to IMLS!

41

Submitting Grants.gov Applications

1. In the top left corner of the Grants.
gov menu screen, applicants will see
“Submit,” “Save,” “Print,” “Cancel,” and
“Check Package for Errors” buttons.
2. Once applicants have completed the CPS
application (i.e., all of the Mandatory
Documents have been completed and
moved to the “Completed Documents”
box), they should click the “Check
Package for Errors” button to doublecheck that they have provided all required
information.
3. Applicants should then click the “Save”
button one last time to make sure that all
of the most current information is saved.
(At this point, the invalid values message
should not pop up.)
4. Applicants should print out a hard copy of
the completed application for their files.
Clicking the “Print” button will print out all
of the forms in the “Mandatory Completed
Documents for Submission” box.
Applicants who desire a hard copy of the
items attached to the Attachments Form
will have to print those out on their own.
5. The authorized official will click the
“Submit” button. The “Submit” button will
not become active until the application is
saved with all required fields completed.
Clicking this button will reconnect the
user to Grants.gov and the Internet.
The authorized official will be prompted
to provide the Grants.gov UserID and
password that were obtained during the
Grants.gov registration process.

42

Applicants should be certain that they
are satisfied with their application before
clicking the “Submit” button. No changes
or revisions are possible once the
application is submitted.
Grants.gov will put a date/time stamp
on each application after it is fully
uploaded. The time it takes to upload
an application will vary depending on a
number of factors, including the size of the
application, the speed of the applicant’s
Internet connection, and the number
of other applications (for grants from a
variety of federal agencies) being sent to
Grants.gov at the same time.
Applications can be submitted until 11:59
P.M. (Eastern time) on October 2. However,
applicants are strongly encouraged to
submit applications early, in case of delays
resulting from heavy online traffic or to
deal with any last-minute problems that
may be encountered.
6. Upon submission of the application
to Grants.gov, the Grants.gov tracking
number assigned to the application will
display on the screen. Applicants should
print out a copy of this notification number
for their records. The tracking number
also will be e-mailed to the authorized
organization representative.
7. After the CPS deadline (October 1, 2006),
applicants will receive a notification via email from Grants.gov when IMLS retrieves
their applications from Grants.gov.

Sending the Application to IMLS

Ship or hand-deliver CPS applications
postmarked by October 1, 2006 to
Conservation Project Support Grants
Office of Museum Services
Institute of Museum and Library Services
1800 M Street, NW, 9th Floor
Washington, DC 20036-5802

Shipping
• All applications must be postmarked
no later than the application deadline.
Applications that do not meet the
postmark deadline will be rejected without
evaluation.
• Please consider using commercial delivery
services. Applications need not be sent
overnight; ground service is acceptable.
• If the U.S. Postal Service must be used,
IMLS recommends certified or registered
mail.
• Because of the length and number of
copies required for complete submission,
applications cannot be accepted by fax or
e-mail.
• In the event that a deadline falls on a
day U.S. post offices are closed, such as
Sundays and federal holidays, IMLS will
accept proposals postmarked the next
business day.

Hand Delivery

IMLS Acknowledgement
• Within 30 working days after the
application deadline, IMLS will e-mail
applicants an acknowledgment form with
an application log number. Applicants who
do not receive this form should contact
IMLS to make sure the application was
received.
• If an application is received more than 30
working days after the postmark deadline,
it may not be sent out for review and may
be rejected. See “Shipping,” above, for
information about postal delays.
• IMLS may ask for proof of shipping if the
postmark date on the package cannot be
read.
• The U.S. Postal Service does not always
postmark packages when it receives them.
Ask to have the package dated, then verify
that it is properly date stamped.
• IMLS will accept a legible receipt stamped
by the U.S. Postal Service or a legible
dated shipping label, invoice, or receipt
from a commercial carrier.
• IMLS will not accept private metered
postmarks or private mail receipts unless
they contain a legible date stamped by the
U.S. Postal Service.
• If registered mail is used, the green return
receipt card does not meet the IMLS
requirement for proof of shipping.

IMLS accepts hand-delivered applications
between 9:00 A.M. and 4:30 P.M. (eastern
time) daily, except Saturday, Sunday, and
federal holidays. IMLS will provide a dated
receipt at the time of delivery.

43

44

Application
Forms

application checklist

An application requesting CPS funding should include the following materials:
 Face Sheet: the two-page form on pages 47-48 of this booklet or “Application for Federal
Domestic Assistance/Short Organizational Form (SF-424)” on Grants.gov.
 Program Information Sheet: the three-page form on pages 49-51 of this booklet, which is
available as a fill-in PDF form or Word document in the Grants.gov zip file or on the IMLS Web
site.
 CPS narrative (not to exceed seven pages); include each question’s number and label.
 Education component narrative (not to exceed three pages); include each question’s number
and label.
 Budget: the four-page form on pages 52-55 of this booklet, with the detailed budget pages
replicated for each year.
 Text Responses document(s), which will include the following:
 Abstract
 Schedule of completion
 Budget justification
 Organizational profile
 List of key project staff and consultants
 Resumes for key project personnel
 Statement of purpose/mission statement and history
 Explanation of budget surplus or deficit, if applicable
 Supporting documentation (see pages 38-39).
 Other attachments:
 Proof of Nonprofit Status, if applicable
 Letters of Commitment, if applicable
 Current, federally negotiated rate for indirect costs, if applicable

46

face sheet - page one

Please note: Questions 1—4 will auto-fill for Grants.gov applicants and are not required for paper applicants.
5. Applicant Information
a. Legal Name:
b. Address:

Street1:

Street2:

City:

County:

State:

Province: N/A

Country:

Zip+4/Postal Code:

c. Web Address: http://

d. Type of Applicant (check one):










State Government
County Government
City or Township Government
Special District Government
Regional Organization
U.S. Territory or Possession
Independent School District
Public/State-Controlled Institution of Higher Education
Indian/Native American Tribal Government (Federally
Recognized)
 Indian/Native American Tribal Government (Other than
Federally Recognized)
 Indian/Native American Tribally Designated Organization
 Public/Indian Housing Authority

 Nonprofit with 501(c)3 IRS Status (Other than Institution
of Higher Education)
 Nonprofit without 501(c)3 IRS Status (Other than
Institution of Higher Education)
 Private Institution of Higher Education
 Individual
 For-Profit Organization (Other than Small Business)
 Small Business
 Hispanic-serving Institution
 Historically Black Colleges and Universities (HBCUs)
 Tribally Controlled Colleges and Universities (TCCUs)
 Alaska Native and Native Hawaiian Serving Institutions
 Nondomestic (non-U.S.) Entity
 Other (specify)

e. Employer/Taxpayer Number (EIN/TIN):

f. Organizational DUNS:

6. Project Information
a. Project Title:
b. Project Description:

c. Proposed Project Start Date:

End Date:

7. Project Director
a. Social Security Number: N/A
b. Prefix:

c. First Name:

d. Middle Name:

e. Last Name:

f. Suffix:

g. Title:

h. E-mail:

i. Telephone Number:

j. Fax Number:

OMB Number: 4040-0003, Expiration Date: 01/31/2007

47

face sheet - page two

7. Project Director (continued)
k. Address
Street1:

Street2:

City:

County:

State:

Province: N/A

Country:

Zip+4/Postal Code:

8. Primary Contact/Grants Administrator


Same as Project Director (skip to next item)

b. Prefix:

c. First Name:

a. Social Security Number: N/A
d. Middle Name:

e. Last Name:

f. Suffix:

g. Title:

h. E-mail:

i. Telephone Number:

j. Fax Number:

k. Address
Street1:

Street2:

City:

County:

State:

Province: N/A

Country:

Zip+4/Postal Code:

9. Authorized Representative
*By signing this application, I certify (1) to the statements contained in the list of certifications** and (2) that the statements
herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances** and agree to
comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may
subject me to criminal, civil, or administrative penalties (U.S. Code, Title 218, Section 1001).
**The list of certifications and assurances, or an internet site where you may obtain this list, is contained in the announcement
or agency specific instructions.

a.  *I Agree
b. Prefix:

c. First Name:

d. Middle Name:

e. Last Name:

f. Suffix:

g. Title:

h. E-mail:

i. Telephone Number:

j. Fax Number:

k. Signature of Authorized Representative:
l. Date Signed:

48

Program information sheet - page one

1. Applicant Information
a. Legal Name (5a from Face Sheet):
b. Organizational Unit (if different from Legal Name):
c. Organizational Unit Address
Street1:

Street2:

City:

County:

State:

Zip+4/Postal Code:

d. Web Address: http://
e. Type of Institution (check one):
Academic Library
 Library Association
 School Library, or School District
Aquarium
 Library Consortium
applying on behalf of a School
Arboretum/Botanical garden
 Museum Library
Library or Libraries
Art Museum
 Museum Services Organization/
 Science/Technology Museum
Children’s/Youth Museum
Association
 Special Library
Community College
 Native American Tribe/Native
 Specialized Museum**
Four-year College
Hawaiian Organization
 State Library
General Museum*
 Natural History /Anthropology
 State Museum Agency
Graduate School of Library and
Museum
 State Museum Library
Information Science
 Nature Center
 Zoo
 Historic House/Site
 Planetarium
 Institution of higher education other
 Historically Black College or
 Public Library
than listed above
University
 Research Library/Archives
 Other, please specify:
 History Museum

*A museum with collections representing two or more disciplines equally (e.g., art and history)
**A museum with collections limited to one narrowly defined discipline (e.g., textiles, stamps, maritime, ethnic group)










2. Grant Program or Grant Program Category
 a. 21st Century Museum
Professionals

















b. Conservation Project Support
General Conservation Survey
Detailed Conservation Survey
Environmental Survey
Environmental Improvements
Treatment
Research
Training
Impact Project

 d. Museum Grants for African
American History and Culture
e. Museums for America
 Sustaining Cultural Heritage
 Supporting Lifelong Learning
 Serving as Centers of Community
Engagement
f. National Leadership Grants
Select Museum or Library:
 Museum
 Library
Select Grant Category:
 Advancing Learning Communities
 Building Digital Resources
Research and Demonstration:
 Research
 Demonstration

c. Laura Bush 21st Century
Librarian Program
Master’s-level Programs
Doctoral-level Programs
Pre-professional Programs
Research (early career development)
Research (other than early career
development)
Continuing Education
Programs to Build Institutional Capacity

g. Native American Library Services
 Basic Grant only
 Basic Grant with Education/
Assessment Option
 Enhancement Grant
 Native Hawaiian Library Services
h. Native American/Native
Hawaiian Museum Services
 Programming
 Professional Development
 Enhancement of Museum Services
 i. Partnership for a Nation of
Learners Community Collaboration
Grants

OMB Number: 3137-0029, Expiration Date: 01/31/2007

49

Program information sheet - page two

3. Request Information
a. IMLS funds requested:

b. Cost share amount:

4. Museum Profile (Museum Applicants only)
a. Is the institution either a unit of state or local government or a private not-for-profit organization that has taxexempt status under the Internal Revenue Code and that is organized on a permanent basis for essentially
educational or aesthetic purposes?
 
Yes
 
No
b. Does the institution own or use tangible objects, whether animate or inanimate?
c. Does the institution care for tangible objects, whether animate or inanimate?

 
Yes
 Yes

 
No
 
No

d. Are these objects exhibited by the institution to the general public on a regular basis through facilities the
institution owns or operates?
 
Yes
 
No
e. Is the institution open and exhibiting tangible objects to the general public at least 120 days a year through
facilities the institution owns or operates?
 
Yes
 
No
Offsite:
   Institution’s attendance for the 12-month period prior to the application: Onsite:
   Year the institution was first open and exhibiting to the public:
   Total number of days the institution was open to the public for the 12-month period prior to application:
f. Does the institution employ at least one professional staff member, or the full-time equivalent, whether paid or
unpaid, who is primarily engaged in the acquisition, care, or exhibition to the public of tangible objects owned or
used by the institution?  Yes
 
No
    Number of full-time paid institution staff:
   Number of part-time paid institution staff:
g.

Fiscal year

Revenue/
Support income

Expenses/
Outlays

Number of full-time unpaid institution staff:
Number of part-time unpaid institution staff:
Budget deficit
(if applicable)*

Budget surplus
(if applicable)*

Most recently
completed FY
Second most recently
completed FY
*If Institution has a budget deficit or surplus for either of the two most recently completed fiscal years, please
explain the circumstances of this deficit or surplus in the Text Responses section of the application.

5. Public Broadcasting Licensee Information (Partnership for a Nation of Learners Grants only)
a. Nonfederal financial support (NFFS) for the most recently completed fiscal year: $

.00

b. CPB CSG ID#

6. Native Hawaiian Organization Eligibility (Native American/Native Hawaiian Programs only)
Is the institution an eligible not-for-profit organization that primarily serves and represents Native Hawaiians (as defined
in Title 20 U.S.C. Section 7517; if yes, see Proof of Eligibility requirements)?
 
Yes
 
No

50

Program information sheet - page three

7. Institutional Profile (Native American Library Services Grants only)
a. Number of hours per week the library collection is accessible to patrons:
b. Number of staff dedicated full-time to library operations:
c. Number of staff with part-time library duties:
d. Number of holdings (books, journals, media):
e. Number of circulation transactions per year:
f. Does library staff have access to the Internet?  Yes
 
No
g. Does the library provide public access to the Internet?
 
Yes
 
No
h. Amount of operating budget for library services in most recently completed fiscal year: $
i. Identify which of the following activities will be supported by grant funds (check all that apply):

Expand services for learning and access to information and educational resources.
Develop library services that provide all users with access to information.
Provide electronic and other linkages between and among all types of libraries.
Develop public and private partnerships with other agencies and community-based organizations.
Target library services to help increase the access and the ability to use information resources for individuals of diverse
backgrounds, with disabilities, or with limited functional literacy or information skills.
 Target library and information services to help increase the access and the ability to use information resources for persons
having difficulty using a library, and for underserved urban and rural communities.






j. Maintenance of Effort (check the appropriate response):

 FY 2007 expenditures will equal or exceed previous 12 month grant period. Maintenance of effort is assured.
 FY 2007 expenditures will not equal or exceed previous 12 month expenditure. Maintenance of effort is not assured.
 Maintenance of effort does not apply.

8. Collection and Material Information (Conservation Project Support Grants only)
a. Type of Collection
 Nonliving
 Animals, living




Natural History/Anthropology
Plants, living

b. Types of Materials. Use a scale from 1 (primarily affected) to 4 (minimally affected) to show which collection types
are primarily affected by the project:
aeronautics, space/airplanes
animals, live
animals, preserved
anthropologic, ethnographic
archaeological
books
ceramics, glass, metals, plastics
documents, manuscripts
furniture/wooden objects
geological, mineral,
paleontological
historic buildings
historic sites

horological (clocks)
landscape features, constructed
machinery
maritime, historic ships
medals
medical, dental, health,
pharmacological
military, including weapons
motion picture, audiovisual
musical instruments
numismatics (money)
paintings
philatelic (stamps)

photography, negatives
photography, prints
physical science projects
plants, live
plants, preserved
sculpture, indoor
sculpture, outdoor
textiles and costumes
tools
toys and dolls
transportation, excluding
airplanes
works of art on paper

OMB Number: 3137-0029, Expiration Date: 01/31/2007

51

budget form - page one

a. Legal Name (5a from Face Sheet):
b. Requested Grant Period From:

Requested Grant Period Through:

c. If this is a revised budget, indicate application/grant number:

Section A: Detailed Budget
a. Year:  
1   
2   
3   
4 

b. Budget Detail for the Period From:

c. Through:

1. Salaries and Wages
Name/Title of Position

No.

Method of Cost Computation

$ Grant Funds

$ Cost Sharing

$ Total

$ Grant Funds

$ Cost Sharing

$ Total

$ Grant Funds

$ Cost Sharing

$ Total

SUBTOTALS

2. Fringe Benefits
Rate

$ Salary Base
% of
% of
% of
SUBTOTALS

3. Consultant Fees
Name or Type of Consultant

No. of
days

Daily Rate of Compensation

SUBTOTALS
52

budget form - page two

4. Travel
From/To

No. of
No. of
persons days

$ Subsistence
Costs

$ Transportation
Costs

$ Grant Funds

$ Cost Sharing

$ Total

$ Grant Funds

$ Cost Sharing

$ Total

$ Grant Funds

$ Cost Sharing

$ Total

SUBTOTALS

5. Supplies and Materials
Item

Basis/Method of Cost Computation

SUBTOTALS

6. Services
Item

Basis/Method of Cost Computation

SUBTOTALS
OMB Number: 3137-0029, Expiration Date: 01/31/2007; OMB Number: 3137-0049, Expiration Date: 01/31/2007

53

budget form - page three

7. Student Support (Laura Bush 21st Century Librarians Program only)
Item

Basis/Method of Cost Computation

$ Grant Funds

$ Cost Sharing

$ Total

$ Grant Funds

$ Cost Sharing

$ Total

$ Grant Funds

$ Cost Sharing

$ Total

SUBTOTALS

8. Other Costs
Item

Basis/Method of Cost Computation

SUBTOTALS

9. Total Direct Costs
TOTALS (Add subtotals of items 1 to 8)

10. Indirect Costs
Read the instructions about Indirect Costs before completing this section. Check the appropriate box below and
provide the information requested.



Current indirect cost rate(s) have been negotiated with
a federal agency (for item A, indicate the name of the
agency and date of agreement expiration; complete item B).
Indirect cost proposal has been submitted to a federal
agency but not yet negotiated (for item A, indicate the name
of the agency and date of proposal; complete item B).




Applicant chooses a rate not to exceed 15% of direct
costs (complete item B).
Applicant is a State Library Administrative Agency and will
charge an administrative fee of 4% of total costs
(complete item B).

Item A: Name of federal agency:
Expiration Date:
Rate

Item B:

Proposal Date:
$ Base

$ Grant Funds

$ Cost Sharing

$ Total

$ Grant Funds

$ Cost Sharing

$ Total

% of
% of
% of
SUBTOTALS

11. Total Project Costs
PROJECT COST TOTALS (Direct and Indirect for Budget Period)
PROJECT COST TOTALS (Excluding Student Support)
54

budget form - page four

Section B: Summary Budget
$ IMLS

$ Cost Share

$ TOTAL COSTS

1. Salaries and Wages
2. Fringe Benefits
3. Consultant Fees
4. Travel
5. Supplies and Materials
6. Services
7. Student Support
8. Other Costs
TOTAL DIRECT COSTS (1—8)
9. Indirect Costs
TOTAL COSTS (Direct and Indirect)
Project Funding for the Entire Grant Period
1. Grant Funds Requested from IMLS
2. Cost Sharing:
a. Cash Contribution
b. In-Kind Contribution
c. Other Federal Agencies*
d. TOTAL COST SHARING
3. TOTAL PROJECT FUNDING (1+2d)
% of Total Costs Requested from IMLS
* If funding has been requested from another federal agency, indicate the agency’s name:

OMB Number: 3137-0029, Expiration Date: 01/31/2007; OMB Number: 3137-0049, Expiration Date: 01/31/2007

55

56

Activity Eleven

Activity Ten

Activity Nine

Activity Eight

Activity Seven

Activity Six

Activity Five

Activity Four

Activity Three

Activity Two

Activity One

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

This is a sample format for a schedule of completion (see page 36). You may prepare yours in a similar manner or you may
create your own format. Whatever format you choose, be sure to list each major project activity addressed in your narrative, the
date each activity begins and ends (month, day, year), and if part of a much larger project make sure the IMLS funded portion is
clearly identified. It is critical that the dates on your schedule of completion correspond to the project dates on your Face Sheet
(pages 47-48).

sample schedule of completion

IMLS Assurances and Certification

IMLS is required to obtain from all
applicants certifications regarding federal
debt status, debarment and suspension,
nondiscrimination, and a drug-free workplace.
Applicants requesting more than $100,000
in grant funds must also certify regarding
lobbying activities and may be required to
submit a “Disclosure of Lobbying Activities”
(Standard Form LLL). Some applicants will be
required to certify that they will comply with
other federal statutes that pertain to their
particular situation. These requirements are
incorporated in the Assurances Statement
below. The authorized representative/
authorizing official must review the statement
and provide the certification in item 9 on the
application Face Sheet, page 47-48.

Assurances Statement
By signing the application form, the authorized
representative/authorizing official, on behalf
of the applicant, assures and certifies that,
should a grant be awarded, the applicant
will comply with the statutes outlined below
and all related IMLS regulations, which are
found in 45 C.F.R., Chapter XI, Subchapter E
(Institute of Museum and Library Services).
These assurances are given in connection
with any and all financial assistance from
IMLS after the date this form is signed, but
may include payments after this date for
financial assistance approved prior to this
date. These assurances shall obligate the
applicant for the period during which the
federal financial assistance is extended. The
applicant recognizes and agrees that any such
assistance will be extended in reliance on
the representations and agreements made in
these assurances, and that the United States
government has the right to seek judicial
enforcement of these assurances, which
are binding on the applicant, its successors,
transferees, and assignees, and on the
authorized official whose signature appears
on the application form.

57

IMLS Assurances and Certification

Certifications Required of All Applicants
Financial, Administrative, and Legal
Accountability
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the applicant has legal authority to apply
for federal assistance and the institutional,
managerial, and financial capability (including
funds sufficient to pay the nonfederal share
of project costs) to ensure proper planning,
management, and completion of the project
described in this application.
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the applicant will cause to be performed
the required financial and compliance audits
in accordance with the Single Audit Act
Amendments of 1996 (31 U.S.C. § 7501 et
seq.) and OMB Circular No. A-133, “Audits of
States, Local Governments, and Non-Profit
Organizations.”
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the applicant will comply with the
provisions of OMB Circular No. A-110,
“Uniform Administrative Requirements for
Grants and Other Agreements with Institutions
of Higher Education, Hospitals, and Other NonProfit Organizations.”
Federal Debt Status
The authorized representative/authorizing
official, on behalf of the applicant, certifies to
the best of his or her knowledge and belief
that the applicant is not delinquent in the
repayment of any federal debt.

58

Suspension and Debarment
1. The authorized representative/authorizing
official, on behalf of the applicant, certifies
to the best of his or her knowledge and
belief that the applicant and its principals:
(a) Are not presently excluded or
disqualified;
(b) Have not been convicted within
the preceding three years of any
of the offenses listed in 45 C.F.R.
1185.800(a) or had a civil judgment
rendered against the applicant or its
principals for one of those offenses
within that time period;
(c) Are not presently indicted for or
otherwise criminally or civilly charged
by a governmental entity (Federal,
State, or local) with commission of
any of the offenses listed in 45 C.F.R.
1185.800(a); and
(d) Have not had one or more public
transactions (Federal, State, or local)
terminated within the preceding three
years for cause or default.
2. The authorized representative/authorizing
official, on behalf of the applicant,
further certifies that the applicant and
its principals will comply with 45 C.F.R.
Part 1185 Subpart C (Responsibilities
of Participants Regarding Transactions)
and will require similar compliance with
Subpart C by persons at the next lower
tier with whom the primary tier participant
enters into covered transactions.

Nondiscrimination
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the applicant will comply with the
following nondiscrimination statutes and their
implementing regulations:
(a) Title VI of the Civil Rights Act of 1964,
as amended (42 U.S.C. § 2000 et seq.),
which prohibits discrimination on the basis
of race, color, or national origin;
(b) Section 504 of the Rehabilitation Act of
1973, as amended (29 U.S.C. § 701 et
seq.), which prohibits discrimination on
the basis of disability;
(c) Title IX of the Education Amendments
of 1972, as amended (20 U.S.C. §§
1681-83, 1685-86), which prohibits
discrimination on the basis of sex in
education programs; and
(d) the Age Discrimination in Employment Act
of 1975, as amended (42 U.S.C. § 6101
et seq.), which prohibits discrimination on
the basis of age.

Drug-Free Workplace
The authorized representative/authorizing
official, on behalf of the applicant, certifies,
as a condition of the award, that the applicant
will or will continue to provide a drug-free
workplace by complying with the requirements
in Subpart B of 45 C.F.R. Part 1186.
This includes: making a good faith effort, on
a continuing basis, to maintain a drug-free
workplace; publishing a drug-free workplace
statement; establishing a drug-free awareness
program for its employees; taking actions
concerning employees who are convicted of
violating drug statutes in the workplace; and
identifying (either with this application, upon
award, or in documents kept on file in the
applicant’s office) all known workplaces under
the award.

59

IMLS Assurances and Certification

Certification Regarding Lobbying Activities
(Applies to Applicants Requesting Funds in
Excess of $100,000)
The authorized representative/authorizing
official certifies, to the best of his or her
knowledge and belief, that:
(a) no federal appropriated funds have been
paid or will be paid, by or on behalf of
the authorizing official, to any person for
influencing or attempting to influence
an officer or employee of any agency,
a Member of Congress, an officer or
employee of Congress, or an employee
of a Member of Congress in connection
with the awarding of a federal contract,
the making of a federal grant, the making
of a federal loan, the entering into of a
cooperative agreement, or the extension,
continuation, renewal, amendment, or
modification of a federal contract, grant,
loan, or cooperative agreement;
(b) if any funds other than appropriated
federal funds have been paid or will be
paid to any person (other than a regularly
employed officer or employee of the
applicant) for influencing or attempting
to influence an officer or employee of
any agency, a Member of Congress, an
officer or employee of Congress, or an
employee of a Member of Congress in
connection with this federal contract,
grant, loan, or cooperative agreement,
the authorized representative/authorizing
official shall request, complete, and
submit Standard Form LLL, “Disclosure of
Lobbying Activities,” in accordance with its
instructions; and

60

(c) the authorizing official shall require
that the language of this certification
be included in the award documents
for all subawards at all tiers (including
subcontracts, subgrants, and contracts
under grants, loans, and cooperative
agreements) and that all subrecipients
shall certify and disclose accordingly.
General Certification
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that it will comply with all applicable
requirements of all other federal laws,
executive orders, regulations, and policies
governing the program. IMLS grant regulations
may be found at 45 C.F.R., Chapter XI,
Subchapter E (Institute of Museum and Library
Services).

Certifications Required of Some
Applicants
The following certifications are required
if applicable to the project for which an
application is being submitted. Applicants
should be aware that additional federal
certifications, not listed below, might apply to
a particular project.
Subagreements
A grantee may not make a subgrant (for more
details, see 45 C.F.R., Chapter XI, Subchapter
E (Institute of Museum and Library Services)).
Applicants who plan to use awards to fund
contracts, and subcontracts should be
aware that they must receive the following
certifications from those who bid on contracts:
1. certification of compliance with the
nondiscrimination statutes from
institutional applicants and contractors,
and
2. certification regarding debarment and
suspension from potential contractors and
subcontractors who will receive $100,000
or more in grant funds. Applicants are also
required to include without modification
the following wording in solicitations for
contracts that are expected to equal or
exceed $100,000:
(a) The prospective lower tier participant
certifies, by submission of this
proposal, that neither it nor its
principals are presently debarred,
suspended, proposed for debarment,
declared ineligible, or voluntarily
excluded from participation in this
transaction by any federal department
or agency.

(b) Where the prospective lower tier
participant is unable to certify to any
of the statements in this certification,
such prospective participant shall
attach an explanation to this proposal.
Native American Human Remains and
Associated Funerary Objects
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the applicant will comply with the
provisions of the Native American Graves
Protection and Repatriation Act of 1990 (25
U.S.C. § 3001 et seq.), which applies to any
organization that controls or possesses Native
American human remains and associated
funerary objects, and which receives federal
funding, even for a purpose unrelated to the
Act.
Historic Properties
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the applicant will assist the awarding
agency in ensuring compliance with Section
106 of the National Historic Preservation
Act of 1966, as amended (16 U.S.C. § 470f
), Executive Order (E.O.) 11593, and the
Archaeological and Historic Preservation Act of
1974 (16 U.S.C. § 469 et seq.).

61

Environmental Protections
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the project will comply with environmental
standards, including the following:
(a) institution of environmental quality
control measures under the National
Environmental Policy Act of 1969, as
amended (42 U.S.C. § 4321 et seq.) and
Executive Order (E.O.) 11514;
(b) notification of violating facilities pursuant
to Executive Order (E.O.) 11738;
(c) protection of wetlands pursuant to
Executive Order (E.O.) 11990, as amended
by Executive Order (E.O.) 12608;
(d) evaluation of flood hazards in floodplains
in accordance with Executive Order (E.O.)
11988, as amended;
(e) assurance of project consistency with the
approved State management program
developed under the Coastal Zone
Management Act of 1972, as amended
(16 U.S.C. § 1451 et seq.);
(f ) conformity of federal actions to State
(Clean Air) Implementation Plans under
section 176(c) of the Clean Air Act of
1955, as amended (42 U.S.C. § 7401 et
seq.);
(g) protection of underground sources of
drinking water under the Safe Drinking
Water Act of 1974, as amended (42 U.S.C.
§ 300f et seq.); and
(h) protection of endangered species under
the Endangered Species Act of 1973, as
amended (16 U.S.C. §§ 1531-1543).

62

The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the project will comply with the Wild and
Scenic Rivers Act of 1968, as amended (16
U.S.C. §1271 et seq.) related to protecting
components or potential components of the
national wild and scenic rivers system.
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the applicant will comply with the flood
insurance requirements of the Flood Disaster
Protection Act of 1973, as amended (42 U.S.C.
§ 4001 et seq.), which requires recipients in
a special flood hazard area to participate in
the program and to purchase flood insurance
if the total cost of insurable construction and
acquisition is $10,000 or more.

Research on Human and Animal Subjects
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the project will comply with 45 C.F.R.
Part 46 regarding the protection of human
subjects involved in research, development,
and related activities supported by this award
of assistance.
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the project will comply with the Laboratory
Animal Welfare Act of 1966, as amended (7
U.S.C. § 2131 et seq.) pertaining to the care,
handling, and treatment of warm-blooded
animals held for research, teaching, or
other activities supported by this award of
assistance.
For further information on these certifications,
contact IMLS, 1800 M Street, NW, 9th Floor,
Washington, DC 20036. Or call 202/653-IMLS
(4657).

63

Application Tips

To Make Your Application More Competitive...
• Recruit your conservation personnel at the beginning stages of project development, before
you submit your application. They can help you develop a suitable project design and budget
and their inclusion will strengthen your application.
• Complete the project budget before completing the rest of the application. Identifying your
financial needs will help you envision the project and enable you to describe the project
activities more effectively in the application narrative.
• Proofread your application carefully. A neatly typed, grammatically correct application makes
the most favorable impression on reviewers.
• Be sure that your supporting documents fully justify your choice of projects. You must
convince the reviewers that the proposed activities address your institution’s highest
collections care priority. Living collections projects should include a carefully thought-out
scientific design.
• Finish your application a few days ahead of the application deadline. This will give you time
to do a final proofreading and make any necessary changes before you ship it or submit it
through Grants.gov.
• If you are applying for any project other than a general survey, be sure to include your
museum’s general conservation survey or long-range conservation plan.
• Help your reviewers to locate important information in your supplementary material by
referencing specific pages and sections in the application narrative.

And Remember...
• If you apply for an education component, you will not be given additional preference with
regard to the review of your application; likewise, if you do not apply for the education
component, your proposal will not be viewed less favorably.
• Use the checklist on page 46—it is designed to help you submit a complete application.
Run through the checklist for each paper copy of the application to ensure that you send all
materials requested. Remember that each of the copies you submit is read by a different
reviewer.
• Make sure to include a copy of all supplementary and required documentation with each
copy of the application (unless otherwise stated).
• Make your case for funding in the application narrative. The attachments, although
important, are supplementary, and not the primary basis upon which your application will be
judged. All critical information should appear in the narrative.
• If several museum staff contribute to the preparation of your application, be certain that
each one has a complete set of instructions.
• Applications postmarked after the deadline will be rejected. To protect yourself, be sure to
get a dated shipping receipt in case your package arrives at the IMLS offices with an illegible
postmark.

How to Get Help from IMLS
IMLS has put together a packet of successful CPS grant application narratives from last year’s
competition. Request these samples from the Office of Museum Services or download them
from the IMLS Web site (www.imls.gov) and use them as guides. Contact the Office of Museum
Services at 202-653-4789 immediately if you have any questions about the application forms or
procedures.

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