Museums for America guidelines

2007
Museums
for America
Grant Program Guidelines
and Application Forms
CFDA No. 45.301

Application Deadline: November 15, 2006
Online application available through Grants.gov
(see www.imls.gov/grantsgov for more information)

For more information, call or write:

Museums for America Staff
Christine Henry, Senior Program Officer
Phone: 202/653-4674
E-mail: [email protected]
Robert Trio, Program Specialist
Phone: 202/653-4689
E-mail: [email protected]
Jennifer Headley, Program Specialist
Phone: 202/653-4702
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 40 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.

DEAR COLLEAGUEs

I am pleased to present the 2007 guidelines for Museums for America grants. This is a
cornerstone program for museums and the Institute of Museum and Library Services, providing
support for basic and worthy projects that further a museum’s mission, achieve its goals, and
provide value to its communities.
Museums for America grants benefit museums of all sizes and types, in all parts of the country.
Through three broad categories—sustaining cultural heritage, supporting lifelong learning, and
serving as centers of community engagement—these grants provide funds for the full range
of museum programs and activities, including digitization, staff training, research, exhibitions,
educational programs, community partnerships and collections management Applicants are
required to demonstrate that proposed grant activities are clearly linked to the institution’s
strategic plan and enhance the museum’s ties and value to its community. Although we invite
proposals for specific projects, we ask that applicants show that the activities are an investment
in the museum’s long-term capacity.
In 2007, IMLS continues its efforts to assist museums in major disaster areas. In addition to the
activities listed above, we will support programs that introduce students to potential careers in
museums by employing them to assist with disaster recovery or service operations.
The mission of the Institute of Museum and Library Services is to strengthen museums and
libraries so they can better serve the American people. Our nation’s museums hold keys to
knowledge and understanding of our cultural, artistic, historic, natural, and scientific heritage.
Through the Museums for America grant program, the Institute is proud to support museums
across our country in engaging, enlightening and enthralling millions of Americans each year with
opportunities for lifelong learning and discovery.
I encourage you to read these guidelines, speak with IMLS staff, and consider applying for
funding.

Sincerely,

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

i

What’s new in fiscal year 2007

On May 18, 2006, Dr. Anne-Imelda M. Radice, Director of the Institute of Museum and Library
Services, announced that the agency will make all of its grant applications for the FY2007 grant
cycle available on Grants.gov.
Applicants have the choice of submitting their applications on paper or online through Grants.gov.
The Institute strongly encourages applicants to apply online if possible.
To begin using Grants.gov, applicants must register with Grants.gov prior to submitting their
­applications. The multistep registration process generally cannot be completed in a single day.
Applicants should allow at least two weeks to complete this one-time registration process. IMLS
has prepared a checklist to help guide applicants through the Grants.gov registration process,
available on our Web site at http://www.imls.gov/applicants/grantsgov/checklist.shtm.
Instructions for completing and submitting applications through Grants.gov are now included
within these guidelines. See page 41 for more information.

ii

Table of contents

Section 1: General Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
About the Institute of Museum and Library Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Museums for America. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Institutional Eligibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Eligible Activities and Costs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Data Universal Numbering System (DUNS), Taxpayer Identification Number (TIN)
and Employer Identification Number (EIN). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Conditions of a Grant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Duration of a Grant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Project Start Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Amount of Grant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Cost Sharing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Use of Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Copyright/Work Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Announcement of Award. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Payment, Accounting, Management and Report Procedures. . . . . . . . . . . . . . . . . . . . . . . . . .10
Categories of Funding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Choosing a Category. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Application Review Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Guidance for Projects that Develop Digital Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Section 2: The Application Package. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Application Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Application Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Paper Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Grants.gov Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Grants.gov Registration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Obtaining Application Packages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Working on an Application Package. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Application Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Grants.gov Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Face Sheet/SF-424s. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Program Information Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
MFA Narrative. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Specifications for Projects that Develop Digital Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

17
18
19
19
20
20
21
21
22
23
24
26
27
30
33

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Table of contents

iv

Section 2: The Application Package (Continued)
‘Text Responses’ Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Strategic plan summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Institutional financial statements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Schedule of completion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Budget justification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
List of key project staff and consultants and resumes for key project personnel . . . . . . . . .
Statement of purpose/mission statement and history. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Explanation of budget surplus or deficit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Proof of nonprofit status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Optional attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assembling Paper Application Packages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Submitting Grants.gov Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Submitting Paper Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

36
36
37
37
37
38
38
38
39
39
39
40
41
42

Section 3: Application Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Application Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Face Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Program Information Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Budget Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Specifications for Projects that Develop Digital Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sample Schedule of Completion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
IMLS Assurances and Certification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

43
44
45
47
50
54
56
57

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 Museums for america

The Institute of Museum and Library Services administers a variety of grant programs that
advance the value of museums and libraries as critical resources for a nation of learners.
Museums for America (MFA) is the largest grant program for museums at IMLS, providing more
than $17 million to support the role of museums in American society. The goal of MFA is to
strengthen the ability of museums to serve the public more effectively by supporting high-priority
activities that advance the institution’s mission and strategic goals. Applicants can apply for
­projects within three categories:
• Sustaining cultural heritage
• Supporting lifelong learning
• Serving as centers of community engagement
Fiscal year (FY) 2007 MFA funding will support projects and activities that strengthen museums
as active resources for lifelong learning and as important institutions in the establishment
of livable communities. MFA grants can fund ongoing museum activities; improvement of
institutional infrastructure; planning; new programs or activities; purchase of equipment or
services; research and scholarship; or efforts of museums to upgrade and integrate new
technologies into their overall institutional effectiveness.
In FY2007, IMLS is encouraging applications from institutions that will provide professional
internships for museums that have suffered disaster-related damages. Please contact MFA staff
at 202/653-4789 to discuss any training projects that pertain to disaster-related damages.



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

MFA’s 2007 grants will provide an opportunity
for institutions to build their effectiveness
in meeting their missions and furthering
their strategic plans. Museums can use MFA
funds to serve their public more effectively,
by improving their operations, both behindthe-scenes and publicly, in a number of ways,
including the following:
•
•
•
•
•
•
•
•
•

community engagement
education
exhibition
visitor experience, including public
programs and membership services
research, scholarship, and publications
staff training
strategic plan enhancement and planning
activities
collections management
other museum activities

Applicants should define how their request for
funding relates to their institutional strategic
goals in the critical area of public service.
Additionally, all grantee organizations must be
current with all IMLS reporting requirements
for any open grants in any programs.
Applicants may not have more than one open
MFA grant at a time.
IMLS sees MFA grants as investment grants
and expects that they will provide the following
for recipient institutions:

Types of grant activities funded may include
but are not limited to the following:
• Migration of card-based collections
management tools to an electronic
collections management system.
• Creating or receiving a special one-time
exhibit that has long-term impact on the
museum.
• Bringing a traveling exhibit to the museum,
and creating education and outreach
­programs supporting the exhibit for the
museum’s audience.
• Cataloging collections so they are more
accessible for exhibition, interpretation,
and research (may include hiring personnel
and purchasing computer software).
• Digitization of collections.
• Continuation of an existing program in
the museum to support widened access,
inclusion, and diversity.
• Working with schools to develop curricula
and/or programs.
• Improvement of existing or development
of new exhibitions to enhance educational
services.
• Research on collections to assist in the
ongoing interpretation of the collection
and/or development of museum programs.
• Research, scholarship, and the creation of
a publication for the museum.

• investment in capacity
• support for sustainable institutional
change
• support to measure outcomes



Eligible Activities and Costs

Grant activities are expected to have
quantifiable and measurable outcomes, and
grantees will be expected to evaluate the
success of the project against the established
outcomes. Grantees will submit assessment
plans to IMLS for approval within eight weeks
after the award is made. IMLS will work with
grantees to create these assessment plans.
Information about outcome-based evaluation
can be found on the IMLS Web site
(www.imls.gov/applicants/obe.shtm) or may
be requested from IMLS.

Eligible Costs
Eligible expenses include but are not limited to
the following:
• staffing
• costs related to planning and maintenance
of project partnerships
• purchase of equipment, materials,
supplies, or services
• staff training
• program development and implementation
• exhibition design and fabrication
• integration of technology into exhibition or
educational programs
• costs associated with evaluation of grant
programs or activities
• research
• publications
• indirect or overhead costs (see page 31)
• activities aimed at achieving intellectual
control over the collection, including:
inventory, daily maintenance, numbering,
and cataloging.



Noneligible Activities and Costs
• Contributions to endowment funds.
• Acquisition of objects for the collection.
• Costs of social activities, ceremonies, and
other entertainment.
• Pre-award costs (costs incurred prior to the
effective date of the grant).
• Construction and renovation of museum
facilities. Generally any activity involving
contract labor in the construction trades is
not an allowable cost. Exhibits fabrication
can be an allowable cost. If you have
a question about the eligibility of your
exhibition activities, please call IMLS staff
immediately.
• Collection conservation activities including
the purchase of storage equipment such
as shelving, installation of collections HVAC
systems, creation of collections storage
facilities, object treatment, collections
surveys, or historic structure renovation.
(For these activities, please see IMLS
Conservation Project Support Guidelines
for possible eligibility.)
• Exhibit fabrication that includes creation
of large-scale permanent structures for
animals or objects that would involve
contract labor of the construction trades. If
you have a question about the eligibility of
your exhibition activities, please call IMLS
staff immediately.
• General museum fundraising costs, such
as development office staff or other staff
time devoted to general fundraising.
• General advertising or public relations
costs designed solely to promote the
organization and not a specific project.

Applicable government-wide cost principles
are listed in 45 C.F.R. Section 1180.10 (a)
(IMLS regulations), available upon request.

Cost Share
IMLS will provide up to one-half the cost of
the project. Your cost share may consist of the
following:
•
•
•
•
•

You may not use federal funds as your
cost share. In-kind contributions, such as
staff time, donated services, supplies, and
space, may be used as cost share if you can
document that donations relate specifically to
your MFA project. Funds received for services
rendered before the grant period may not be
used as cost share without prior approval of
the IMLS.

cash contributions
earned income
equipment
in-kind contributions
materials and supplies



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
MFA grants may be carried out for up to three
years.

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

Amount of Grant
MFA grants range from $5,000 to $150,000.
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
MFA 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

A museum may not have more than one
active MFA grant. Recipients of MFA funding
must complete their current projects before
receiving funding for an additional MFA grant.
The start date of any new application may not
precede the end date of any previously funded
MFA 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.

10

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 mid-July 2007.

Payment, Accounting, Management, and
Report Procedures
A federal accounting office handles the
payment of MFA 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

MFA strengthens the ability of museums to
serve the public more effectively by supporting
high-priority activities that advance the
institution’s mission and strategic goals. Three
program categories have been established to
support the wide range of museum activities,
including both those that are behind-thescenes and publicly accessible.
Sustaining Cultural Heritage
This category supports all activities that
museums undertake to sustain cultural
heritage, including artistic, scientific, and
historical artifacts and content. Collections
management activities, research, scholarly
and popular publications, and exhibit
planning, design, and implementation are
eligible for funding.
Supporting Lifelong Learning
This category encompasses the broadest
scale possible of museums’ educational
activities, including programs designed for
youth, families, or adults; exhibits; Web

Funding Categories

site content and design; and publications.
The means by which museums share their
collections, content, and knowledge to support
learning are eligible for funding.
Serving as Centers of Community
Engagement
This category supports projects and activities
that actively engage museums with their
community. Public programs, community
partnerships with other organizations, and
behind-the-scenes activities that enhance
a museum’s ability to serve its community
(including partnership organization, personnel
administration, and communications) are
eligible for funding.
Applicants may apply in one of nine divisions,
as listed in the chart below.
The request amount is not dependent on
institutional budget size, but on the museum’s
ability to match funds with nonfederal sources
for the proposed activities.

Total Request Amount

Sustaining Cultural
Heritage

$5,000–$24,999

$25,000–$74,999

$75,000–$150,000

Supporting Lifelong
Learning

$5,000–$24,999

$25,000–$74,999

$75,000–$150,000

Serving as Centers of
Community Engagement

$5,000–$24,999

$25,000–$74,999

$75,000–$150,000

11

Categories of Funding

Choosing a Category
As the diagram below indicates, many projects
might fit into two or more categories; however,
applicants must select only one category to
address. For example, a museum could apply
to digitize collections. If the project activities
focus on the behind-the-scenes activities of
the staff to digitize collections, then it would
be a Cultural Heritage project. If the project
activities focus on putting these images on
a Web site and developing curriculum after
the digitization occurs, then it would be a
project for Lifelong Learning. But if the project
activities focus on a partnership with the local
library, school, or community center to use the
digitized images in some shared programming
for a community day, then the project would
fall under Centers of Community Engagement.
Projects that address multiple categories will
hold no advantage in the review process.

12

MFA Program Categories:
Museums for America Program Goals:

Serving as
Centers of
Community
Engagement

Sustaining
Cultural
Heritage

Supporting
Lifelong
Learning

Choose only one!

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
41). Incomplete applications are subject to
rejection without evaluation. If an application
is rejected, the applicant will be notified by
mail.

Field reviewers provide an initial evaluation
applying the criteria identified on pages
27-29 (“Review Criteria”). For this
evaluation, applications are grouped into
field review panels based on (1) the three
grant categories (sustaining cultural heritage;
supporting lifelong learning; or serving as
centers of community engagement); (2) the
request amount; and (3) institutional budget
size. IMLS staff determines institutional
budget size panel breakdowns based on
applications received.

All eligible applications for MFA grants will be
evaluated by individual field review and/or
panel review. Reviewers will be professionals
in the relevant field with expertise in the types
of activities and projects. The IMLS Director
makes the final funding decisions on the basis
of the evaluations by reviewers and panels,
the types of projects encouraged by IMLS,
and the overall goals of the MFA program and
of IMLS.

Sitting panels of museum professionals
review top-ranked applications (based on
standardized field review scores) for (1) the
ability of the project to further the institution’s
mission and strategic plan; (2) the relationship
between the institution’s proposal and IMLS
MFA program goals; and (3) the strength and
feasibility of the project design. The IMLS
Director takes into account the advice provided
by the review process and, by law, makes all
final funding decisions. For examples of funded
projects, search the Awarded Grants database
at www.imls.gov/search.asp.

13

Guidance for Projects that Develop Digital Products

Information to Include in Application
In the application narrative, include a
description of the subject matter and its
significance, including relationships to related
digital content. Explain how the material to be
included in the project was or will be selected.
Describe the additional value that any digital
conversion or repurposing will bring to the
materials, such as enabling innovative new
uses or attracting new audiences. Describe
how potential users will discover any new
digital material. This application also includes
a form, Specifications for Projects That
Develop Digital Products (See page 54), which
must be completed and submitted with the
application.
Interoperability
Project design should demonstrate the use
of existing standards and best practices for
digital material where applicable; project
products should be interoperable with other
digital content. Grantees creating digital
collections are expected to participate in the
IMLS Digital Collections Registry, currently
operated by the University of Illinois at Urbana
Champaign. The Grainger Library has created
a registry and a metadata repository of
collections digitized with IMLS funding.
(See the project site at http://imlsdcc.
grainger.uiuc.edu).
Digitization Plans
Projects that include digital conversion are
strongly encouraged to develop a digitization
plan before writing the grant application, and
to include a copy of the plan as an appendix to
the application.

14

Resources for Digital Projects
IMLS has published A Framework of Guidance
for Building Good Digital Collections as
a resource for applicants planning a
digital project, which is now maintained
by the National Information Standards
Organization. Available at www.niso.org/
framework/Framework2.html, this document
contains links to many Web sites with useful
information for planning and implementing
digital projects. IMLS offers a wealth of
information, including lists of digital projects
funded at the Digital Corner on the IMLS Web
site at www.imls.gov/about/digitalCorner.
shtm.
The following list of resources will help you
learn more about digital projects; it is neither
exhaustive nor an endorsement of any
particular resource.
Training
Many universities, organizations, and
businesses provide training in digitization and
related topics. The following are examples
only—check the general resource lists above
for leads to more training opportunities and
the topic lists below for training resources in
specific subject areas.
• http://www.library.cornell.edu/
preservation/tutorial/contents.html
Moving Theory into Practice: Digital
Imaging Tutorial, by Cornell University
Department of Preservation and
Collections Maintenance.

• http://www.solinet.net/digital_services/
ds_templ.cfm?doc_id=2506
SOLINET (Southeastern Library Network)
offers training in digital imaging, copyright,
digital preservation, and other related
topics.
• http://www.oclc.org/education/
workshops/default.htm
OCLC (Online Computer Library Center)
provides seminars, workshops, and online
training in digital projects, preservation,
copyright, and other topics related to
digitization.
General
• http://www.cdpheritage.org/resource/
index.html
The Collaborative Digitization Program’s
Web site (born as the Colorado Digitization
Project) has a site devoted to resources
that includes information about copyright,
metadata, digitization standards, audio
materials, and administrative concerns.
• http://memory.loc.gov/ammem/ftpfiles.html
Building Digital Collections: Technical
Information and Background Papers—
Library of Congress American Memory
Project.
• http://www.archives.gov/research/arc/
techguide-raster-june2004.pdf
Technical Guidelines for Digitizing Archival
Materials for Electronic Access: Creation
of Production Master Files—Raster Images
by Steven Puglia, Jeffrey Reed, and Erin
Rhodes, U.S. National Archives.
• http://library.amnh.org/diglib/index.html
The American Museum of Natural History’s
Digital Library Project Web site has
information on and links to resources on

•

•

•

•

•

•

many topics, such as planning, standards,
and digital resources management.
http://sunsite.berkeley.edu/imaging
Digitizing Images and Text The Berkeley
Digital Library portal links to resources on
digitization projects, resources, and tools.
http://www.mainememory.net/home.shtml
The Maine Memory Network provides
guidance and resources for its contributing
cultural institutions such as libraries,
museums, archives, and historical
societies.
http://images.library.uiuc.edu/resources/
links.htm
University of Illinois at Urbana Champaign,
Digital Imaging and Media Technology
Initiative provides resources about many
topics, including a listing of current imaging
programs, organizations, and committees.
http://www.chin.gc.ca/English/index.html
The Canadian Heritage Information
Network has information on creating and
managing digital content.
http://www.nedcc.org/digital/tofc.htm
Handbook for Digital Projects:
A Management Tool for Preservation
and Access—This Northeast Document
Conservation Center site offers nine
chapters of a handbook on project
management, scanning, copyright issues,
technical topics, best practices, vendor
relations, and longevity. Includes many
links to related sites.
http://www.diglib.org/publications.htm
The Digital Library Federation has
publications on a range of topics,
including digital image management and
preservation.

15

Guidance for Projects that Develop Digital Products

16

• http://www.rlg.org/en/page.php?Page_
ID=12081
The Research Library Group’s DigiNews, a
bimonthly Web-based newsletter.
• http://lists.mdch.org/bin/listinfo/digistates
DigiStates online discussion list for people
working on collaborative statewide projects
for the digitization of cultural heritage
resources.

Preservation of Digital Material
• http://www.library.cornell.edu/iris/
tutorial/dpm
Digital Preservation Tutorial,
by Cornell University Department of
Preservation and Collections Maintenance.
• http://www.dlib.org
D-Lib Magazine has many articles on
preservation of digital materials.

Metadata
• http://www.niso.org/standards/resources/
Metadata_Demystified.pdf
Metadata Demystified, by Amy Brand,
Frank Daly, and Barbara Meyers (Sheridan
Press and NISO Press, 2003).
• http://www.getty.edu/research/conducting
_research/standards/intrometadata/index.
html
Introduction to Metadata: Pathways to
Information, edited by Murtha Baca, (Getty
Research Institute, 2000).
• http://www.rlg.org/en/page.php?Page_
ID=214
The Research Library Group’s Descriptive
Metadata Guidelines for RLG Cultural
Materials
• http://oai-best.comm.nsdl.org/cgi-bin/wiki.
pl?TableOfContents
Digital Library 4.5 4.6 Guidelines 2006
IMLS MFA Grants Federation/National
Science Digital Library Best Practices for
OAI Data Provider Implementations and
Shareable Metadata
• http://www.utah.edu/cpbmetadata/
PBCore
BCore: Public Broadcasting Metadata
Dictionary for public broadcasters’
television, radio, and Web activities.

Intellectual Property
• www.umuc.edu/distance/odell/cip
Center for Intellectual Property and
Copyright in the Digital Environment by the
Office of Distance Education and Lifelong
Learning at the University of Maryland
University College
• http://www.iupui.edu/~copyinfo
Copyright Management Center (CMC)
Indiana University—Purdue University
Indianapolis.
Universal Access
• http://www.w3.org/WAI/
The World Wide Web Consortium’s
guidance and resources on Web
accessibility for people with disabilities.
• http://trace.wisc.edu/world/web
Designing More Usable Web Sites—The
Trace Center presents resources on
universally accessible Web guidelines,
compliance with Section 508, and forums
for discussing accessibility issues.
• http://webaim.org
WebAIM is a non-profit organization within
the Center for Persons with Disabilities at
Utah State University.

The Application
Package

Application Components

An application requesting MFA funding should include the following materials:
1. Face Sheet: the two-page form on pages 45–46 of this booklet or “Application for Federal
Domestic Assistance/Short Organizational Form (SF-424S)” on Grants.gov, also available as a
fill-in PDF form or Word document in the Grants.gov zip file or on the IMLS Web site.
2. Program Information Sheet: the three-page form on pages 47–49 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. MFA narrative (not to exceed seven pages): include each question’s number and label.
4. Budget: the four-page form on pages 50–53 of this booklet, with the detailed budget pages
replicated for each year. This form is available as a fill-in PDF form or Word document in the
Grants.gov zip file or on the IMLS Web site.
5. Specifications for Projects that Develop Digital Products form, if applicable
6. Text Responses document(s), which will include the following:
a. Strategic plan summary
b. Institutional financial statements
c. Schedule of completion
d. Budget justification
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 applicable
7. Other attachments:
a. Proof of Nonprofit Status, if applicable
b. Current, federally negotiated rate for indirect costs, if applicable
c. Optional attachments, if applicable

18

Application Options

Applicants to the MFA program have two
options for submitting their applications:
(1) on paper or (2) through Grants.gov, the
one-stop 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 MFA 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
November 15, 2006, deadline for the MFA
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, November 15, 2006.
While the deadline is November 15, 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-tofollow 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 support@grants.
gov; 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 MFA package on the site. To locate
the package:
1. Go to www.Grants.gov.
2. In the left-hand column, click on “Apply for
Grants,” then click on “Download a Grant
Application Package and Instructions.”
3. This will take you to the “Download
Application Package” screen. On this
screen, enter one of the numbers below to
locate the MFA Application Package:
CFDA No: 45.301
Funding Opportunity Number: MFA-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 MFA
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
an invalid values message. 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 “=>”
button. This will move the form to the
“Mandatory Completed Documents for
Submission” box. All forms must be in the

21

Grants.gov Applications

“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 MFA forms and
additional items that must be included for
a Grants.gov application package to be
considered complete.
Note: The Program Information Form and the
Budget Form are also mandatory components
of the MFA 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
can be saved in either PDF or Word format,
then attached to the application using the
Attachments Form.

22

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. Program Information Form
2. Narrative
3. Budget Form
4. Text Responses document(s)
5. Any remaining attachments
Several important points about the forms and
documents to attach:
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. 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 lowcost 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 7:00 A.M.
to 9:00 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 45–46. It is the equivalent
of the “Application for Federal Domestic
Assistance/Short Organizational Form
(SF‑424S)” 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
4 for MFA 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 MFA 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 45–46: 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 “CA‑005.” 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. MFA projects must
begin between August 1, 2007 and November
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).

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 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 57–62. All written
correspondence will be addressed to the
authorized representative.

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

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
a. Legal Name: Enter the legal name of the
applicant.
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. Museums for America.”

3. Request Information
a. Amount of Grant Money Requested: Enter
the amount sought from IMLS. This amount
may not exceed $150,000, including indirect
costs, if requested.
b. Cost Share Amount: This program requires
a 1:1 minimum match. Enter the amount here.

4. Museum Profile
All MFA 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.

5–8.
MFA applicants should skip these sections.

26

MFA Narrative

The following section includes the narrative
questions for the MFA grant application. A
well-designed proposal narrative is thorough
and succinct while addressing all of the
following review 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.

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 review
criteria in the order presented here, with each
response numbered, and must
• Answer the questions reflecting the project
category you have chosen (see page 11).
• 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 37).
• Be no more than seven single-spaced, onesided 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.
• 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.

27

MFA Narrative

1. Project Design
Discuss the project activities and overall
goals. Include information on any partners
involved in the project activities. Discuss
project management, process for corrections
and adjustments throughout the project, and
evaluation processes beyond outcomes-based
evaluation assistance from IMLS.
Review Criteria: Extent to which the project
proposes efficient, effective, and successful
approaches to accomplish clear goals
and objectives. If technology purchase is
requested, extent to which it will support
the project or activity goals and further the
institution’s strategic plan. If partnerships
are supported by the grant, evidence that
all partners are active contributors to and
beneficiaries of the partnership activities.
Extent to which project has allowed for project
management and mid-term correction of
project activities.
2. Grant Program Goals
Describe how the project fulfills MFA goals to
strengthen the ability of the museum to serve
its public more effectively by supporting highpriority activities that advance the institution’s
mission and strategic goals.
Review Criteria: Degree to which the project
addresses the MFA program goal stated
above.

28

3. How the Project Fits into Strategic Plan
and Mission
Describe how your proposal relates to your
mission statement and strategic plan as
outlined in your strategic plan summary,
a separate two-page requirement of this
application (see page 36). Describe
how the project will serve as an investment in
institutional capacity. Discuss the long-term
impact of this project after IMLS funding ends.
Review Criteria: Evidence that the project or
activities fit into and further the institution’s
strategic plan and mission. Extent to which the
project is of sufficient scope to effect systemic
change within the organization and/or expand
institutional capacity to carry out the above
strategic goals.
4. Strategic Plan: Process and Financial
Resources
Describe briefly how the institution arrived
at its strategic plan, including the planning
process and the participants in that process.
Describe how the institution’s financial
resources support its strategic plan and the
long-term stability of the museum.
Review Criteria: Evidence that the museum’s
strategic (institutional, long-range, master)
plan had community, board, and staff
involvement and supports the goals and
needs of both the museum and its community.
Evidence that the planning activities of the
museum also ensure the long-term financial
stability of the museum. (Please note:
Financial statements for the applicant’s two
fiscal years prior to application are required.)

5. Appropriateness of Project for Institution,
Audience
Describe who the intended audience is
for this proposal and how the project will
serve this audience. Briefly describe your
area’s demographics and how this intended
audience fits within the institutional strategic
plan. Discuss publicity plans for this project to
the intended audience(s).
Review Criteria: Evidence that the project
designers have identified an audience,
performed a formal or informal assessment of
their needs, and designed this project as the
best solution to answer those needs. Evidence
that this project will be promoted to the
intended audience.
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.

7. Project Resources: Personnel and
Technology
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.
If the project includes digitization of museum
collections, complete “Specifications for
Projects Involving Digitization” on pages
54–55.
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. If project includes
digitization, evidence that appropriate
procedures will be followed.

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

Budget

The MFA 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 50–53. 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

30

funds or cost-sharing contributions, must be
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.

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 indirectcost 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.

7. Student Support: MFA applicants should
leave this section blank.

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.

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.

31

Budget

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.
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 OGA. 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.

32

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.

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.

Specifications for Projects
that Develop Digital Products

For a list of resources on digitization projects
that can help you complete this form, see
page 14–16. This list is intended to help you
learn more about digitization projects and is
neither exhaustive nor an endorsement of any
particular resource. Some of the questions
on this form may not apply to your project, but
please answer all that are applicable.
The Specifications for Projects That Develop
Digital Products form is on pages 54–55. If
there is not enough room on the form for your
answers, you may copy the questions and
provide answers on a separate page.
Part I.
Complete the appropriate sections. Select Box
A, B, or C, or any combination of these boxes,
depending on the original material you will be
working with and the digital products you will
develop.
Box A. Converting Nondigital Material to
Digital Format
1. Explain the type of original nondigital
materials you will select for digitization, such
as text, photographs, three-dimensional art
objects, archaeological artifacts, maps, motion
pictures, video, etc., and give the quantity
of each type. (For audio, video, and motion
picture materials, give the total number of
minutes or hours to be digitized.) Describe the
original format of each type of material you will
digitize.

2. Identify all use or access restrictions
covering the original material you will digitize.
Check the intellectual property condition and
give the corresponding percentage of the
original material that will be digitized.
3. Describe the terms of access and use that
will apply to the newly digitized material being
created by the project. Identify and explain
any restrictions that will apply to the digitized
material, and specify what percentage, if
any, of the total material will be subject to
restrictions. (Examples are copyright, no
downloading, registration, etc.)
4. Explain what equipment and software
will be used and include specifications
that are relevant to the work of the project
(such as cameras with zoom capability,
scanners, servers, motorized object rigs, etc.).
Equipment and software must be described
whether you will do the digitization in-house or
outsource it to a contractor or partner.
Box B. Repurposing Digital Content
1. Explain the original materials whose digital
form you will repurpose, such as digital text
(e.g., oral history transcripts), photographs,
video, audio, Web files, etc., and give the
number of each type. Describe the digital
format and the amount of the material you will
repurpose.
2. Identify copyright and other potential
restrictions with regard to the original digital
material. Check the intellectual property
condition and give the corresponding
percentage of the digital material to be
repurposed.

33

Specifications for Projects
that Develop Digital Products

3. Describe the terms of access and use of
the newly repurposed digital material. Identify
and explain any restrictions that will apply to
the repurposed digitized material, and specify
what percentage, if any, of the total material
will be subject to restrictions. (Examples are
copyright, no downloading, registration, etc.)
4. Explain what equipment and software will
be used and include specifications that are
relevant to the work of the project. Equipment
must be described whether you will do the
repurposing in-house or outsource it to a
contractor or partner.
Box C. Creating New Digital Content
1. Explain the types of digital content you will
create, such as digital text (e.g., oral history
transcripts), photographs, video, audio, Web
files, etc. and give the quantity of each type.
2. Describe your plan to obtain releases/
permissions from project content creators
(such as filmmakers) and subjects (such as
oral history interviewees).
3. Describe the disposition of ownership and
use rights of the new product.

34

4. Explain what equipment and software
will be used and include specifications that
are relevant to the work of the project (e.g.,
camera, audio recording equipment, video
recording equipment, encoding software,
server). Equipment must be described
whether you will create the content in-house
or outsource it to a contractor or partner.
Part II. Answer all questions.
5. Specify the file formats to be produced
and the anticipated quality of each format
(e.g., minimum resolution, depth, tone,
pixel dimensions, file size, sampling rate). If
watermarks or other features will be used,
explain. For other media, (for example, audio,
video, or motion pictures), provide appropriate
specifications. Provide information for Master,
Access, and Thumbnail versions.
6. Describe the medium that you will use
to deliver the digital material (e.g., Internet
streaming or download, broadcast, DVD).
7. Describe the underlying software to manage
and/or present the content (e.g., DSpace,
Fedora, ContentDM).

8. Describe your plan for ensuring the quality
of the digital product.
9. Explain how descriptive and administrative
metadata will be produced and used to
describe and manage the content. Include
the standards that will be used for data
structure, content (e.g., thesauri), protocols,
preservation and administrative information,
and communication of the content (e.g.,
MARC, EAD, Dublin Core, PBCore, VRA Core
Categories, or Categories for the Description
of Works of Art).

11. If content will be provided on the Internet,
indicate agreement to submit collection level
records for digital products to the IMLS Digital
Collection and Content Registry. State reasons
for selecting alternative approaches.
12. Provide URL(s) for applicant’s previously
digitized collections, if applicable. If the
proposed digital collection will differ
substantially in look and feel from collections
you previously digitized, explain what the
difference will be.

10. Describe plans for preserving and
maintaining the digital material during and
after the grant period. The plan should cover
storage systems and media to be used,
migration plans, maintenance responsibilities,
and commitment of institutional funding
support.

35

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
• 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.
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).

36

Strategic Plan Summary
The strategic plan summary, sometimes called
an institutional, long-range, or master plan
summary, is used by reviewers to evaluate
how your grant proposal project or activities
further your institutional goals. The summary
should
• Describe a current and comprehensive
plan covering all relevant areas of
operation. Partial plans such as education
or interpretation plans are only one
element of a strategic plan.
• Explain the key components of the current
plan; methods used to develop the
plan, such as institutional self-study or
assessment; how the plan is evaluated and
updated; and the roles of trustees, staff,
consultants, members of the community,
or others in developing the plan.
• Discuss the institution’s success in
meeting the plan’s goals. Use no more
than two single-spaced, one-sided pages.
• Make sure to indicate where the museum
is in the planning process at the time of
application. If your museum is in the midst
of a strategic planning process, please
indicate how this project relates to the plan
that preceded it.

Text Responses Document

Institutional Financial Statements

Schedule of Completion

Institutional financial statements are a
snapshot of the museum’s financial health
that helps reviewers determine the financial
stability of the institution and gives an overall
picture of the institution.

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.

• Include your museum’s financial
statements for the past two complete fiscal
years. If at the time of application your
fiscal year is complete, but not yet audited,
please submit these unaudited figures and
label as such.
• If your museum is part of a larger
organization (municipal government,
university, etc.), do not include financial
statements for those parent organizations,
only for the museum.
• Institutional financial statements can be in
the form of statement of activities, internal
balance sheets, audit summary pages, or
federal tax returns.
• Do not include copies of full audits. (Full
audits may be included in the attachments
section, if desired.)
• Do not include audits of the value of the
collection used for insurance purposes.

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.

37

Text Responses Document

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.
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.

List of Key Project Staff and Consultants
and Resumes for Key Project Personnel
1. Provide a list of the key project staff
and the consultants who will be directly
involved in the program.

38

2. Add resumes or curriculum vitae of no
more than two pages each for all key
personnel (bothstaff 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.

Statement of Purpose/Mission
Statement and History
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

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 Information Sheet,
they must include a one-page explanation.

Other Attachments

Proof of Nonprofit Status

Optional Attachments

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):

Attachments are optional documents that
specifically relate to the justification for the
project.

• 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.

• IMLS encourages applicants to include
only information that will supplement the
narrative and support the information
provided in the application. Applicants
should not use attachments to answer
narrative questions.
• IMLS strongly encourages inclusion of
needs assessments (formal or informal
documentation used to evaluate and
plan projects, which can include surveys,
reports, etc.); reports from planning
activities; products or evaluations from
previously completed or ongoing projects
of a similar nature; or other documents for
the evaluation of the proposal.
• Other attachments could include letters
of support from partners or other groups
that the museum works closely with on this
project, collections, technology, or other
departmental plans for the institution as
applicable to the proposed project.
• Total attachments are limited to 20 one- or
two-sided pages. This includes any books.
If they are over 20 pages in length, they
will not be included in your application and
cannot be returned.
• IMLS will remove any supplemental
materials above the 20-page limit. They
will not be sent to field reviewers as part of
your application, and cannot be returned.

39

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 MFA 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)

MFA
Narrative
(7 or fewer
pages)

Detailed
Budget
Forms by Year
(3 pages each)

Specifications
for Digital
Products
Form, if
applicable
(2 pages)

Proof of
Non-Profit
Status

Optional
Attachments,
if applicable

Summary
Budget
(1 page)

Step Three: Make TEN 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

Ten 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!

40

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 MFA
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 double-check 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.

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 November
15. 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 MFA deadline (November 15,
2006), applicants will receive a notification
via e-mail from Grants.gov when IMLS
retrieves their applications from Grants.gov.

41

Sing PAPER ApplicationIMLS

Ship or hand-deliver MFA applications
postmarked by November 15 to
Museums for America 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 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.

42

IMLS Acknowledgment
• 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.

Application
Forms

application checklist

An application requesting MFA funding should include the following materials:
 Face Sheet: the two-page form on pages 45–46 of this booklet or “Application for Federal
Domestic Assistance/Short Organizational Form (SF-424S)” on Grants.gov.
 Program Information Sheet: the three-page form on pages 47–49 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.
 MFA narrative (not to exceed seven pages); include each question’s number and label.
 Budget: the four-page form on pages 50–53 of this booklet, with the detailed budget pages
replicated for each year.
 Text Responses document(s), which will include the following:
 Strategic plan summary
 Institutional financial statements
 Schedule of completion
 Budget justification
 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
 Other attachments:
 Proof of Nonprofit Status, if applicable
 Current, federally negotiated rate for indirect costs, if applicable

44

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

45

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:

46

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

47

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

48

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

49

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
50

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

51

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)
52

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:

53

Specifications for Projects that Develop Digital Products

Part I. Complete the appropriate section(s):
A. Converting Non-Digital Material to Digital Format

A1. Describe types and original formats of materials to be selected for digitization and quantity of each.
A2. Identify copyright issues and other potential restrictions with regard to the original non-digital material.
 Public domain:
% of total.
 Privacy concerns:
% of total. Plan to address:
 Permissions have been obtained:
 Permissions to be requested:
Plan to address:

% of total.
% of total.

 Other:

% of total. Explain:

A3. Describe how the newly digitized material will be made available to the public. Explain the terms of access and
conditions of use. Identify and explain any restrictions that will apply to digitized material and specify what percentage if
any of the total material will be subject to restrictions.
A4. List the equipment and software, with specifications, whether purchased, leased, or outsourced, that will be used (e.g.,
camera, scanner, server, A/D audio or video converter).

B. Repurposing Existing Digital Content

B1. Describe types and original formats of digital materials to be selected for repurposing and quantity of each.
B2. Identify copyright issues and other potential restrictions with regard to the original digital material.
 Public domain:
% of total.
 Privacy concerns:
% of total. Plan to address:
 Permissions have been obtained:
 Permissions to be requested:
Plan to address:

% of total.
% of total.

 Other:

% of total. Explain:

B3. Describe how the repurposed material will be made available to the public. Explain the terms of access and conditions
of use. Identify and explain any restrictions that will apply to repurposed material and specify what percentage if any of the
total material will be subject to restrictions.
B4. List the equipment and software, with specifications, whether purchased, leased, or outsourced, that will be used (e.g.,
MPEG encoder, non-linear editing system, GIS software).

54

C. Creating New Digital Content
C1. Describe types of materials to be created in digital form and quantity of each.
C2. Describe plan to obtain releases/permissions from project content creators and subjects.
C3. Describe disposition of ownership and use rights of new product. Describe how the new product will be made available
to the public. Explain the terms of access and conditions of use. Identify and explain any restrictions that will apply to new
content and specify what percentage if any of the total material will be subject to restrictions.
C4. List the equipment and software, with specifications, whether purchased, leased, or outsourced, that will be used (e.g.,
camera, audio recording equipment, video recording equipment, encoding software, server).

Part II. Answer all questions:
5. Specify each type of file format (e.g., TIFF, JPEG, MPEG) to be produced and anticipated quality (e.g., minimum resolution,
depth, tone, pixel dimensions, file size, sampling rate) of each.
Master:
Access:
Thumbnail:
6. Describe the delivery medium that will be used (e.g., Internet, broadcast, DVD).

7. Describe the underlying software to manage and/or present the content (e.g., DSpace, Fedora, ContentDM).

8. Describe the quality control plan.

9. Explain how descriptive and administrative metadata will be produced and used to describe and manage the content.
Include the standards that will be used for data structure, content (e.g., thesauri), protocols, preservation and administrative
information, and communication of the content (e.g., MARC, EAD, Dublin Core, PBCore, VRA Core Categories, or Categories for
the Description of Works of Art).

10. Describe plans for preservation and maintenance of the digital files during and after the expiration of the grant period (i.e.,
storage systems, migration plans, and commitment of institutional funding).
11. If content will be provided on the Internet, indicate agreement to submit collection-level records for digital products to the
IMLS Digital Collections Registry. State reasons for selecting alternative approaches.
12. Provide URL(s) for applicant’s previous digital products, if applicable.

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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 37). 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 45–46).

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, pages 45–46.

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, Debarment and Other
Responsibility Matters
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 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

IMLS Assurances and Certification

Environmental Protections
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the project will comply with environmental
standards, including the following:

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.

(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).

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.

The authorized representative/authorizing
official, on behalf of the applicant, certifies

62

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 warmblooded 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).

Application Tips

To Make Your Application More Competitive...
• The most successful proposals are focused projects with a defined beginning, middle, and
end. Your Museums for America proposal may be part of a larger institutional initiative, but it
should be a distinct aspect of a larger project.
• When asking for funds for staff time on a new project, please explain how the regular duties
of that staff person will also be accomplished.
• When requesting funds for new staff, explain how each position will be supported after the
grant period is over.
• Make sure to discuss the long-term impact of any project, particularly if the requested funds
are for one-time activities such as an exhibit.
• When applying for collections cataloging projects, include information about the amount of
information that is to be collected, the software to be used, and the rate of this cataloging
process.
• Overall institutional marketing is not allowed under federal rules, but you are encouraged to
discuss how you will publicize grant funded activities to the intended audience(s).
• If you are doing a wholly behind-the-scenes project, discuss how it will help you better serve
your mission and your public.
• Attachments are optional information that is supplemental to the information provided in the
narrative and other required parts of the application. Do not rely on your attachments to tell
your story and do not make reviewers hunt through attachments to understand your project.
• Resubmissions are welcome! If you have applied in the past, but were not funded, we
encourage you to take a look at your reviewer comments and revise and resubmit your
application. A number of applications have been funded after being revised and resubmitted.

And Remember...

• Please use IMLS staff as a resource. If you have any questions, don’t hesitate to call or e-mail
us!
• You must have a current strategic plan in order to apply. MFA funds can be used to enhance
these planning activities, but they cannot be used to create a new institutional plan.
• Double-check all math calculations with a calculator; make sure the detail and summary
budget sheets add up to the same totals.
• Check narrative and other text for grammar and spelling errors.
• Do not repeat information in different narrative sections.
• Ensure that all project contact information is correct, including e-mail and phone numbers.
• Budget amounts referred to in the narrative should match the numbers on the budget sheets
for the project.
• When including institutional budget information, make sure to include relevant notes that
explain these statements.
• The person designated as your Authorizing Official will receive all correspondence from IMLS,
including receipt of application and notification of award. Please make sure that their contact
information is current.

63

Application Tips

How to Get Help from IMLS
IMLS has put together a packet of successful MFA 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.

64

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