Native American/Native Hawaiian Museum Services

1800 M Street, NW, 9th Floor
Washington, DC 20036-5802
Official Business
Penalty for Private Use, $300

Dated Material
OPEN IMMEDIATELY

2007
Native American/
Native Hawaiian
Museum Services
Grant Program Guidelines
and Application Forms
CFDA No. 45.308

PRSRT STD
US Postage

PAID

Institute of Museum
and Library Services
Permit No. G-274

Application Deadline: April 1, 2007
Online application available through Grants.gov
(see www.imls.gov/grantsgov for more information)

For more information, call or write:

Native American/Native Hawaiian Museum Services
Sandra Narva, Senior Program Officer
Phone: 202/653-4634
E-mail: [email protected]
Mark Feitl, Program Specialist
Phone: 202/653-4635
E-mail: [email protected]

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

Institute of Museum and Library Services
1800 M Street, NW
9th Floor
Washington, DC 20036-5802
General phone: 202/653-IMLS (4657)
General E-mail: [email protected]
Web site: www.imls.gov
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, 1800 M Street, NW, 9th Floor,
Washington, DC 20036-5802.

Burden estimate and request for public comments
Public reporting burden for this collection of information is estimated to average nine hours per
response, including the time for reviewing instructions, searching existing data sources, gathering
and maintaining the data needed, and completing and reviewing the collection of information.
Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Institute of Museum and Library Services at the address above; and to the Office of Management and Budget, Paperwork Reduction
Project (3137-0057), Washington, DC 20503.
CFDA Number: 45.308
OMB Number: 3137-0057; Expiration Date: 01/31/2008

DEAR COLLEAGUE

I am pleased to present the 2007 guidelines for Native American/Native Hawaiian Museum
Services. These grants provide opportunities for Native American tribes and groups that primarily
serve native Hawaiians to support activities in museum and museum-related organizations, such
as cultural centers, that strengthen programming, encourage professional development, and
sustain other museum services.
Over the past two years, this program has provided support to many worthy projects that have
helped federally recognized tribes and groups that primarily serve native Hawaiians sustain and
preserve cultural heritage and knowledge. These grants fund a full range of museum programs
and activities, including collections management, staff training, public programming, strategic
planning, and exhibition development. We encourage applicants to submit proposals for projects
that fall within one of the following three categories—programming, professional development,
and enhancement of museum services—and that are of particular relevance to their museum.
This program was established in the Museum and Library Services Act of 2003, which included,
for the first time, the authority for IMLS to provide assistance to “Native American tribes and
organizations primarily serving and representing Native Hawaiians.” These guidelines were
developed in response to this legislation and with the advice of the tribal museum community
and eligible tribes.
I invite you to read these guidelines, speak with IMLS staff, and consider applying for funding.
Sincerely,

Anne-Imelda M. Radice, Ph.D.
Director, Institute of Museum and Library Services



table of contents

Section 1: General Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
About the Institute of Museum and Library Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
About Native American/Native Hawaiian Museum Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Institutional Eligibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Eligible Activities and Costs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Data Universal Numbering System (DUNS), Taxpayer Identification Number (TIN) . . . . . . . . . . . . . 7
Conditions of a Grant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Duration of a Grant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Project Start Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Amount of Grant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Cost Sharing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Maintenance of Effort. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Use of Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Copyright/Work Products . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Announcement of Award. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Payment, Accounting, Management and Report Procedures. . . . . . . . . . . . . . . . . . . . . . . . . . 10
Application Review and Evaluation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
NANH Narrative . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Budget. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

ii

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14
15
15
16
16
17
17
19
20
21
23
24
26

Section 2: The Application Package (Continued)
Text Responses Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Statement of Purpose/Mission Statement and History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Summary of Project Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Schedule of Completion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Budget Justification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
List of Key Project Staff and Consultants and Resumes for Key Project Personnel. . . . . . . . .
Other Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Proof of Eligibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Letters of Commitment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Optional Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assembling Paper Application Packages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Submitting Grants.gov Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Submitting Paper Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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29
30
30
31
31
32
32
33
33
34
35
36

Section 3: Application Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Application Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Face Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Program Information Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Budget Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sample Schedule of Completion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
IMLS Assurances and Certification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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iii

General Information

About the Institute of Museum and Library Services

The Institute of Museum and Library Services is the primary source of federal support for the
nation’s 122,000 libraries and 17,500 museums. The Institute’s mission is to create strong
libraries and museums that connect people to information and ideas. The Institute works at the
national level and in coordination with state and local organizations to sustain heritage, culture,
and knowledge; enhance learning and innovation; and support professional development.
The Institute supports the full range of museums, including art, history, science and technology,
children’s, natural history, historic houses, nature centers, botanical gardens, and zoos; and all
types of libraries, including public, school, academic, research, and archival. Our robust capacity
for research, evaluation, policy analysis, grantmaking, and partnerships help make it possible for
libraries and museums to be leaders in their communities.
Museums and libraries are America’s leading public institutions, making knowledge available to
millions at little or no cost. As public institutions they must meet a very high threshold of mission
accountability and use resources wisely for public good.
Through grants and information resources, we annually reach thousands of museums and
libraries in myriad ways—from providing much needed technical assistance for small institutions
to establishing national and replicable models, strengthening state networks, and supporting professional development. To aid institutions in program design, we also provide tools for strategic
planning and evaluation. Funding from the Institute helps museums and libraries operate effectively and give value to their communities. It also leverages additional public and private support.
Collecting and disseminating results from funded projects, engaging in research, and publishing
reports enables the Institute of Museum and Library Services to make a significant contribution
to library, museum, and information policy and practice in the United States.



About Native American/Native Hawaiian Museum Services

The Native American/Native Hawaiian
(NANH) Museum Services program promotes
enhanced learning and innovation within
museums and museum related organizations,
such as cultural centers, organized by Native
American tribes and organizations that primarily serve Native Hawaiians. The program provides opportunities for Native American tribes
and Native Hawaiian organizations to sustain
heritage, culture, and knowledge through
strengthened museum services in the areas of
programming, professional development, and
enhancement of museum services. Projects
will benefit their communities and audiences
by connecting people to ideas, information,
and learning experiences.
For FY2007, the program invites applications
that focus on activities in the following areas:
Programming: Services and activities that
support the educational mission of museums
and museum related organizations, including
(but not limited to) activities such as
• exhibits
• research and interpretation
• educational resources such as Web sites,
curricula, digital content, and publications
• educational demonstrations and performances, including workshops, classes and
presentations
Professional Development: Education or
training that builds skills, knowledge or other
professional capacity for individuals who
provide or manage museum services activities. Individuals can be paid or volunteer, and

involved with museum services either currently or in the future. Activities include but
are not limited to
• creation and offering of courses, workshops, in-person or distance learning
offerings
• enrollment in courses, workshops,
in‑person or distance learning offerings
• attendance at conferences or other
professional meetings
• hiring of consultants or technical assistance to strengthen museum services and
activities
• organizational support for internships
and fellowships (awards are not made to
individuals)
Enhancement of Museum Services: Support
for activities that enable and improve museum
services, including (but not limited to)
• planning, including strategic planning,
policy development, and disaster preparedness and risk management
• improvement implementation, including
technology and other resources, equipment purchase, security, public access
(construction projects are not allowed)
• heritage preservation, including collections care and management
• hiring of temporary or permanent staff to
support museum services
Applicants are required to focus their proposed activities within one of the categories
listed above.



Institutional Eligibility

Museums are not eligible to apply for this
grant program. Entities such as museums,
libraries, schools, tribal colleges, or departments of education are not eligible applicants,
although they may be involved in the administration of this program and their staff may
serve as project directors, in partnership with
an eligible applicant. Eligible applicants are:
• Indian tribes or
• organizations that primarily serve and
represent Native Hawaiians.
For the purposes of funding under this program, “Indian tribe” means any tribe, band,
nation, or other organized group or community, including any Alaska native village,
regional corporation, or village corporation
(as defined in or established pursuant to
the Alaska Native Claims Settlement Act (43
U.S.C. Section 1601 et seq.)) which is recognized by the Secretary of the Interior as eligible for the special programs and services provided by the United States to Indians because
of their status as Indians. A list of eligible
entities is available from the Bureau of Indian
Affairs, except for the recognized Alaska native
villages, regional corporations, and village
corporations (Alaskan entities should refer
to applicable provisions in the Alaska Native
Claims Settlement Act, referenced above).



If a tribe has several bands, colonies, rancherias, communities, or other organizational
entities listed in parentheses following a tribe
name on the Department of Interior’s list of
federally recognized tribes, only one of those
entities may receive a grant in a fiscal year. For
example, if a tribe has four bands, only one
of the bands may apply for a grant in a fiscal
year. It is the responsibility of the tribal chief
executive to determine which entity will apply
for the grant. IMLS will notify the affected
tribes of any change in this policy.
For the purposes of funding under this program, “organizations that primarily serve and
represent Native Hawaiians” means any nonprofit organization that primarily serves and
represents Native Hawaiians, as the term is
defined in 20 U.S.C. Section 7517, is also eligible for funding. The term “Native Hawaiian”
means (a) any individual who is a citizen of
the United States, and (b) a descendant of the
aboriginal people who, prior to 1778, occupied
and exercised sovereignty in the area that now
comprises the state of Hawaii, as evidenced
by genealogical records; Kapuna (elders) or
Kamaaina (long-term community residents)
verification; or certified birth records.

Eligible Activities and Costs

The Native American/Native Hawaiian
Museum Services program is designed to
strengthen the capacity of Native American
and Native Hawaiian museums and museum
related organizations. Applicants can use
NANH funds to serve their communities and
audiences by strengthening museum services
in a number of ways, including but not limited
to the following:
• Staffing
• Purchase of equipment, materials, supplies, or services
• Staff training, including enrollment in
courses and workshops
• 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
• Collections management and long-term
collections care activities
• Digitization projects
• Improvement of technology and other
resources
• Indirect or overhead costs
• Other museum activities

Grantees will be expected to evaluate the
success of the project against the intended
outcomes established in the original grant
application. 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.

Non-Eligible Activities and Costs
• general museum fundraising costs, such
as development office expenditures
or other staff time devoted to general
fundraising;
• 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 (Any activity involving contract
labor in the construction trades is not an
allowable cost.);
• exhibit fabrication that includes creation of
large scale permanent structures for animals or objects that would involve contract
labor of the construction trades. (Exhibits
fabrication may be an allowable cost. If
you have a question about the eligibility
of the scope of your exhibition activities,
please call IMLS staff immediately.)



Eligible Activities and Costs

Eligible Activities and Costs
Eligible expenses include but are not limited to
• staffing;
• purchase of equipment, materials, supplies or services;
• staff training;
• internship stipends and support activities;
• integration of technology into museum
operations;
• publication;
• costs associated with evaluation of grant
programs or activities;



• 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;
• indirect or overhead costs (see page 27).
Grantees are to comply with applicable
­government-wide cost principles.

Data Universal Numbering System (DUNS)/
Taxpayer Identification Number (TIN)

DUNS

TIN

To improve the statistical reporting of federal
grants and cooperative agreements, the Office
of Management and Budget has directed all
federal agencies to require all applicants for
federal grants to provide a Dun and Bradstreet
(D&B) Data Universal Numbering System
(DUNS) Number when applying for federal
grants or cooperative agreements.

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.

Organizations should verify that they have
a DUNS Number or take the steps needed
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.

If an organization does not have a DUNS and
a TIN number, the application will be rejected.



Conditions of a Grant

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

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

Amount of Grant
Native American/Native Hawaiian Museum
Services awards range from $5,000 to
$50,000. IMLS will review and negotiate
budgets as necessary. Applicants may be
granted an amount less than requested.
Please note that applicants may submit
only one application for funding through
NANH for each application deadline

Cost Sharing
Cost sharing is encouraged but not required
in this program. IMLS does not allow federal
funds to be used for cost sharing.



All cost-sharing expenses must be incurred
during the grant period, not before or after.
Tribes must maintain documentation of
cost sharing for reporting purposes to IMLS.
In‑kind contributions may be used for cost
sharing if they specifically relate to the project.
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
its plan for meeting the promised cost share
from other sources in the event that the
pending funds are not received. Governmentwide uniform administrative rules and requirements apply. Your cost sharing may consist of:
• cash contributions (funds allocated directly
to the project by the applicant or a third
party), and
• in-kind contributions (the value of noncash
contributions provided by the applicant
or a third party, e.g., staff time [if salaries
are not paid with federal funds], volunteer time, materials and supplies, and
services).

The limitation on using federal funding as
cost share applies to salaries, equipment,
services, etc., funded by federal dollars.
Costs such as rent (if space is owned by the
tribe), utilities, and insurance are considered to be part of indirect costs and will not
be accepted as direct costs requested from
IMLS, or as part of direct cost in-kind contributions if an indirect cost rate or the 15 percent
administrative fee is charged to the project.
If personnel or resources funded by federal
dollars are a part of the project design and/or
management plan, their role may be described
in the application narrative. Indirect costs may
be used as cost sharing. Indirect costs, often
referred to as overhead costs, are not attributable to a specific project or activity of an
organization.

Maintenance of Effort
Although matching or cost sharing is not
required in this program, IMLS requires that
organizations maintain their previous funding
efforts and demonstrate that federal funds will
enhance rather than replace tribal funding for
museum services. Applicants are encouraged,
when possible, to contribute financially or
through in-kind services to proposed projects
in order to promote community interest and
involvement.

Use of Funds
IMLS grant funds may be used only for costs
directly related to the project such as costs
for salaries for museum personnel, project
supplies and materials, membership fees,
telecommunication services and equipment,
and other fees or expenses associated with
the project.

Grant funds may not be used for construction, contributions to endowment funds, social
activities, ceremonies, entertainment, collection acquisition, or pre-grant costs.
Projects should be investments in the organization that will have long-term institutional
impact, not one-time activities. Any 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 or as specified in applicable OMB
circulars. All listed expenses must be incurred
during the grant period. Government-wide uniform administration rules and requirements
apply, including appropriate OMB circulars.
For a list of allowable and unallowable costs,
please see page 5.

Copyright/Work Products
IMLS requires acknowledgment of IMLS assistance in all publications and other products
resulting from the project. Products should be
distributed for free or at cost unless the recipient has received written approval from IMLS
for another arrangement. With written permission, 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 that
grantees provide three copies of any products
produced with IMLS funds to IMLS with final
reports.



Conditions of a Grant

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 September 2007.

Payment, Accounting, Management
and Reporting Procedures
A federal accounting office handles the
payment for Native American/Native Hawaiian Museum Service award recipients, and
grantees 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. Grantees do not need to
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 Office of Management and Budget
audit requirements. In addition, governmentwide uniform grant administrative rules and
requirements apply, including appropriate
OMB circulars.
Grant recipients are required to submit semiannual 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.

10

Application Review and Evaluation

IMLS staff determines whether an applicant
is eligible and whether an application is
complete. IMLS staff may contact applicants
for information needed to make an eligibility
determination. If an applicant is determined
to be ineligible as an official applicant, the
application will be rejected without evaluation (see “Institutional Eligibility,” page 4).
Incomplete applications are subject to rejection without evaluation. If an application is
rejected, the applicant will be notified by mail.
All eligible applications for NANH grants will
be evaluated by individual field review and/or
panel review. Reviewers will have professional

experience in or relating to Native American
and/or Native Hawaiian history and culture
as well as experience with general museum
operations. 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 NANH program and
of IMLS.
Reviewers provide their evaluation applying
the review criteria listed with the narrative
questions on pages 24–25. For examples of
funded projects, search the Awarded Grants
database at www.imls.gov/search.asp.

11

The Application
Package

Application Components

An application requesting NANH funding should include the following materials:
1. Face Sheet: the two-page form on pages 39–40 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 41–43 of this booklet, which is
available as a fill-in PDF form or Word document in the Grants.gov instructions zip file or on
the IMLS Web site.
3. Narrative (not to exceed five pages). Include each question’s number and label.
4. Budget: the four-page form on pages 44–47 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. Text Responses Document, which will include the following:
a. Statement of purpose/mission statement and history
b. Summary of project activities
c. Schedule of completion
d. Budget justification
e. List of key project staff and consultants
f. Resumes for key project personnel (no more than 2 pages per person)
6. Other attachments:
a. Proof of eligibility
b. Current federally negotiated rate for indirect costs, if applicable
c. Letters of commitment, if applicable
d. Optional attachments (not to exceed 20 pages)

14

Application Options

Applicants to the NANH 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 NANH 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.

15

Grants.gov Applications

Organizations that are applying under the
April 1, 2007, deadline for the NANH program
may submit their applications through
Grants.gov, the federal government’s online
application system. Since April 1 is a Sunday,
the Grants.gov system will accept applications
through 11:59 P.M. Eastern time, April 2,
2007.
While the deadline is April 1, IMLS
recommends strongly that applicants
REGISTER EARLY (see “Grants.gov
Registration” section below) and COMPLETE
AND SUBMIT THEIR APPLICATIONS EARLY.
Applicants are urged not to 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
applications 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 applications. 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 UserIDs and
passwords, which are obtained during
the registration process, to submit their
completed applications.

16

Obtaining Application Packages
Electronic application packages are obtained
directly from www.Grants.gov. Organizations
applying through Grants.gov will first need to
locate the NANH 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 NANH Application Package:
CFDA No: 45.308
Funding Opportunity Number: NAHM-FY07
4. When an applicant starts an application,
there are two items they need to download:
Download Application Instructions – This
package contains the grant application
guidelines (which include instructions for
completing the application) and the IMLS
forms for budget, program information and
any others related to a specific program.
Download Application Package – This
package has the Face Sheet (application
for federal assistance) and the Attachment
Form.

To access, complete, and submit the
application package, applicants will need to
have PureEdge Viewer, a small, free software
program, installed on their computers.
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, the applicant should
enter the organization’s legal name.

Applicants will need to download both of
these packages to have all of the materials
and forms they need to complete the
application.

17

Grants.gov Applications

2. The forms needed to complete the NANH
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.

There are two forms in the “Mandatory
Documents” box that every applicant must fill
out before submitting an application:

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.

2. Attachments Form, which is not a form
in the conventional sense, but rather a
place to attach the other NANH forms and
additional items that must be included for
a Grants.gov application package to be
considered complete.

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 “Mandatory Completed Documents
for Submission” box before an applicant
will be able to submit an application.
Forms can be worked on from either the
“Mandatory Documents” or “Mandatory
Completed Documents for Submission”
box.

18

1. Application for Federal Domestic Assistance/Short Organizational Form (SF424S), which 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.

Note: The Program Information Form and the
Budget Form are also mandatory components
of the NANH 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.
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 forms and documents that must be
attached to the Attachments Form are listed
in their correct sequence below:
1.
2.
3.
4.
5.

Program Information Form
Narrative
Budget Form
Text Responses document
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 computers 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
low-cost or free software packages available. To learn more, go to www.imls.gov/
pdf/PDFConversion.pdf. Documents not
available in an electronic format should
be scanned and submitted as a PDF or
JPEG file.

3. For documents that are not forms, applicants should make sure that pages are
clearly labeled with the organization’s
legal name and the name of the item
(e.g., application narrative) and numbered
sequentially.
4. Forms and document files should be
labeled clearly and attached in the proper
order so that IMLS can correctly identify
attachments.
5. Applicants do not have to fill in all 15
Attachments Form buttons.
6. If unable to view an attachment by clicking the “View Attachment” button on the
Attachments Form, applicants should
check the bottom of the screen for the
message, “Pop-ups were blocked on
this page.” If this message is present,
pressing “Ctrl” and “View Attachment”
will enable the applicant to see the
attachment.

19

Grants.gov Applications

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.

20

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.

Face Sheet/SF-424s

The IMLS Face Sheet is a two-page form
located on pages 39–40. 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 NANH program eligibility, select the one
code that best characterizes the applicant
organization from the menu in the first drop-

down box. Leave the other boxes blank. Only
the following types of applicants are eligible to
receive NANH grants:
• Indian/Native American Tribal Government
(Federally Recognized)
• Nonprofits with 501(c)3 IRS status—for
Native Hawaiian applicants only
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): 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.

21

Face Sheet/SF-424s

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. NANH projects
must begin between October 1, 2007 and
December 1, 2007. Start dates must be the
first day of a month and end dates must be
the last day of a month.

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

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

22

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/grants administrator is the same
as the Authorized Representative, please
complete all items under both 8 and 9 even
though there will be some repetition.)

9. Authorized Representative
Enter the name and contact information
of the person who has the authority to
apply for federal support of the applicant’s
activities and enter into legal agreements in
the name of the applicant. The Authorized
Representative should not be the same
person as the Project Director. By checking the
“I Agree” box at the top of Item 9 and signing
the application, this individual certifies the
applicant’s compliance with relevant federal
requirements (the “IMLS Assurances and
Certification” section, page 49). All written
correspondence will be addressed to the
authorized representative.
For Grants.gov applications, the “Signature of
Authorized Representative” and “Date Signed”
boxes will be populated upon submission of
the application. Submission of the application
by the Authorized Representative certifies
compliance with relevant federal requirements
as the signature does on a paper application.

Program Information Sheet

1. Applicant Information

3. Request Information

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

a. Amount of Grant Money Requested: Enter
the amount sought from IMLS. This amount
may not exceed $50,000, including indirect
costs if requested.

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.

b. Cost Share Amount: This program does
not require cost sharing. See section on
Cost Sharing (page 8) for details.

4. Museum Profile
Applicants with museums should complete
this section.

5. Public Broadcasting Licensee
Information

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.

NANH applicants should skip this section.

e. Type of Institution: Select the one that
most accurately describes the applicant.

Complete this section only if applicant is an
organization servicing Native Hawaiians. If
“yes” is selected, proof of eligibility is required
with submission of application—see section
on Proof of Eligibility (page 32) for details.

2. Grant Program or Grant Program
Category
Select one of the categories listed under
“h. Native American/Native Hawaiian
Museum Services” as detailed in About Native
­American/Native Hawaiian Museum Services
(page 3). Consider project goals, tasks, and
costs when selecting a funding category. Proposed projects may touch on elements found
within multiple categories, however this will
provide no advantage in the review process.

6. Native Hawaiian Organization
Eligibility

7–8.
NANH applicants should skip these sections.

23

NANH Narrative

The application narrative must
• answer each section in the order listed
below, labeled and numbered;
• have the applicant organization’s name
at the top of each page;
• have each page numbered;
• be no more than five single-spaced, onesided pages in length;
• have a margin of at least 0.5 inch on all
sides;
• 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.
• not include detailed budget discussions.
These should be included in the “Budget
Justification” section (see page 31)
IMLS reviewers base their evaluations only on
the information presented in the application.
This makes it very important for applicants
to prepare a clear, concise, well organized
document. Applicants must address each

24

question separately, and in the same order
in which they are listed below. The following
pages provide guidance in preparing the
narrative component of the NANH grant
application. There are three sections to the
narrative. Each section must be addressed
in the order presented and must be labeled
with number and section title to guide
reviewers in their evaluation of the proposal.
Review criteria are listed with each section
of the narrative. These criteria describe what
the reviewers are instructed to consider as
they evaluate the proposal. A well-designed
proposal narrative is thorough and succinct
while addressing the bullet points under each
section as well as the review criteria.
Grants.gov applicants should use the
Attachments Form to attach the narrative
to their applications. Attachments will be
accepted in only 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).

IMLS reviewers base their evaluations only on the information presented in the application.
This makes it very important for applicants to prepare a clear, concise, well organized document.
Applicants must address each question separately, and in the same order in which they are
listed below.

1. Statement of Need
Include a statement of need as it relates to
the museum and the community. Include
information such as
• a description of the community
• current status of the museum
• how the proposal will improve museum
services
• impact on the community from improved
museum services
Review Criteria: Evidence that the applicant
has performed a formal or informal assessment of museum and community needs, and
has developed the project and its goals as the
best solution to answer those needs.

2. Project Purpose and Plan
Include a description of the proposed project
description and plan. Include information
such as
• project goals and objectives
• action steps and activities to implement
the project
• evidence that the applicant is capable of
implementing the project plan
• evidence that the applicant is capable of
successfully completing the project

Review Criteria: Evidence that the project
proposes efficient, effective, and reasonable
approaches to accomplish its clear goals and
objectives. Evidence that the methodology
and design are appropriate to the scope of
the project. Evidence that the applicant will
effectively complete the project. Evidence that
the project personnel possess appropriate
experience and will commit adequate time to
accomplish project goals and activities.

3. Impact and Evaluation
Describe how the project will impact the
museum and what approach will be used for
monitoring and assessing the activities of the
project. Include information such as
• specific outcomes that will result from the
project;
• plan to maintain and continue the positive changes after the period of federal
funding;
• what information will be collected to document the extent to which the project met
its goals
Review criteria: Evidence that the project will
create specific changes and benefits for the
applicant, and/or the community served. Evidence that the applicant has plans to sustain
those changes and benefits beyond the grant
period. Evidence that the evaluation plan ties
directly to the project goals and is appropriate
in determining project impact.

25

Budget

The NANH 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 44–47. 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
add their amounts automatically, whereas
applicants using the Word forms will have to
add their amounts manually.

The budget should include the project costs
that will be charged to grant funds. Cost
sharing is not required for this program. See
section on Cost Sharing (page 8) for details.
All of the items listed 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.

26

3. Consultant Fees: List the individuals or
groups who will provide consultative services
on the grant and their fees, and explain the
method of computation for the fees.
4. Travel: Applicants must include $2,000
per year for travel to attend IMLS-designated
meetings. 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.
5. Materials, Supplies, and Equipment:
List specific items necessary to support the
implementation of the project, and explain the
method of cost computation.
6. Services: List the costs of project activities
to be undertaken by a third-party contractor,
including a partner under this budget
category. 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.

9. 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.
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.

7. Student Support: NANH applicants should
leave this section blank.
8. Other Costs: Please do not use the “Other
Costs” section to list items that did not fit
in the number of lines allotted for another
section. If more lines are needed, the
information should be summarized in the
Budget Form and further explained in the
Budget Justification.

27

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.

28

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.

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).
The Text Responses Document must

Statement of Purpose/Mission
Statement and History

• supply information in the order requested;
• include the title (e.g., Schedule of Completion) 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; not use condensed fonts; not be
handwritten

• notes 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 applicant’s
purpose or mission;
• includes a brief history of the museum or
applicant organization; and
• is one page or less

The Statement of Purpose and History
includes a mission statement and brief
background history for the reviewers that

Grants.gov applicants should save the
document with the file name “TextResponses.”
Applicants will use the Attachments Form
to add this document to their applications.
Attachments will be accepted in only 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).

29

Text Responses Document

Summary of Project Activities

Schedule of Completion

A summary of project activities not exceeding
one single-spaced (2,000-word maximum)
page must be provided. Information in the
summary should cover the following areas as
related to the proposed project:

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 48 for an
example.

• Who is the lead applicant and who are the
partners, if applicable?
• What is the time frame for the project?
• What will be the project’s activities, outcomes, and tangible products?
This summary may be used by IMLS for
public information purposes, so it should be
informative to other persons working in the
same or related fields and understandable to
a technically literate lay reader. The summary
must not include any proprietary or confidential
information.

30

Budget Justification
The Budget Justification should explain all
elements of the Detailed Budget. 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.
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.

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.
2. Add resumes or curriculum vitae of no
more than two pages each for all key
project staff and consultants. Add a page
break at the end of the list of personnel,
then add page breaks at the end of each
of the resumes/vitae.
3. If the key project staff and consultants
have not been selected by the application
deadline date, then submit position
descriptions instead of resumes.

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. 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.

31

Other Attachments

Proof of Eligibility
Eligible applicants are:
• Indian tribes or
• organizations that primarily serve and
represent Native Hawaiians.
For the purposes of funding under this program, “Indian tribe” means any tribe, band,
nation, or other organized group or community, including any Alaska native village,
regional corporation, or village corporation
(as defined in or established pursuant to
the Alaska Native Claims Settlement Act (43
U.S.C. Section 1601 et seq.)) which is recognized by the Secretary of the Interior as eligible for the special programs and services provided by the United States to Indians because
of their status as Indians. A list of eligible
entities is available from the Bureau of Indian
Affairs, except for the recognized Alaska native
villages, regional corporations, and village
corporations (Alaskan entities should refer
to applicable provisions in the Alaska Native
Claims Settlement Act, referenced above). See
Institutional Eligibility (page 4) for details.

Required for Native Hawaiian organizations
only. If the applicant is not a Native Hawaiian organization, do not include this information in application.
Applicants must submit proof that they are
eligible not-for-profit organizations that primarily serve and represent Native Hawaiians
(as defined in section 7207 of the Native
Hawaiian Education Act). As proof of eligibility, applicants must submit the organization’s
charter documents, including the organization’s articles of incorporation. Applicants may
provide additional proof of eligibility.
In addition, eligible not-for-profit organizations
that primarily serve and represent Native
Hawaiians must submit proof of not-for-profit
status, which may be either
• a copy of the IRS letter indicating the
organization’s eligibility for not-for-profit
status under the applicable provisions of
the Internal Revenue Code of 1954, as
amended, or
• an official document identifying the organization as a unit of state or local government or other tax-exempt multipurpose
organization. If prepared specifically for
this application, the certification must be
on the parent organization’s letterhead
and certified by an official of the parent
organization.
Note: IMLS will not accept a letter of sales tax
exemption as proof of nonprofit status.

32

Letters of Commitment

Optional Attachments

Applicants must submit a letter of commitment for each project consultant. The letter
should include

These optional documents specifically relate
to the justification for the project.

• confirmation that the consultant will work
on the project if funded
• dates of service, scope of work, and fee
structure
The information in this letter must correspond
to the information in the application narrative.

• 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.

33

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 is 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 NANH 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)

Program
Information
Sheet
(3 pages)

NANH
Narrative
(5 or fewer
pages)

Summary
Budget
(1 page)

Text
Responses
Document

Other
Attachments

Detailed
Budget
Forms
by Year
(3 pages
each)

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!

34

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
NANH 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.

Since April 1 is a Sunday, applications can
be submitted until 11:59 P.M. (Eastern
time) on April 2. However, applicants are
strongly encouraged to submit applications early, in case of delays resulting
from heavy online traffic or to deal with
any last-minute problems that may be
encountered.

6. Upon submission of the application to
Grants.gov, the Grants.gov tracking number assigned to the application will display
on the screen. Applicants should print out
a copy of this notification number for their
records. The tracking number also will be
e-mailed to the authorized organization
representative.
7. After the NANH deadline (April 1, 2007),
applicants will receive a notification via e‑mail from Grants.gov when
IMLS retrieves their applications from
Grants.gov.

35

Submitting paper Applications

Since April 1, 2007 is a Sunday, the IMLS
will accept applications postmarked no later
than April 2, 2007. Ship or hand-deliver
applications to:
Native American/Native Hawaiian
Museum Services
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.

36

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 NANH funding should include the following materials:
q Face Sheet: the two-page form on pages 39–40 of this booklet or “Application for Federal
Domestic Assistance/Short Organizational Form (SF-424S)” on Grants.gov.
q Program Information Sheet: the three-page form on pages 41–43 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.
q NANH narrative (not to exceed five pages); include each section’s number and label.
q Budget: the four-page form on pages 44–47 of this booklet, with the detailed budget pages
replicated for each 12 month period of the project.
q Text Responses document(s), which will include the following:
q Statement of purpose/mission statement and history
q Summary of project activities
q Schedule of completion
q Budget justification
q List of key project staff and consultants
q Resumes for key project personnel (no more than 2 pages per person)
q Other attachments:
q Proof of Eligibility (Native Hawaiian organizations only)
q Current, federally negotiated rate for indirect costs, if applicable
q Letters of commitment, if applicable
q Optional attachments (not to exceed 20 pages)

38

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):
q
q
q
q
q
q
q
q
q

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)
q Indian/Native American Tribal Government (Other than
Federally Recognized)
q Indian/Native American Tribally Designated Organization
q Public/Indian Housing Authority

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

39

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
q

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. q *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:

40

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:
City:
State:

Street2:
County:
Zip+4/Postal Code:

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

2. Grant Program or Grant Program Category
q a. »21st Century Museum Professionals
b. Conservation Project Support
q General Conservation Survey
q Detailed Conservation Survey
q Environmental Survey
q Environmental Improvements
q Treatment
q Research
q Training
q Impact Project
c. Laura Bush 21st Century
Librarian Program
q Master’s-level Programs
q Doctoral-level Programs
q Pre-professional Programs
q Research (early career
development)
q Research (other than early
career development)
q Continuing Education
q Programs to Build Institutional
Capacity

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

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

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

41

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?
q Yes
q  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?

q  Yes
q  Yes

q  No
q  No

d. Are these objects exhibited by the institution to the general public on a regular basis through facilities the
institution owns or operates?
q  Yes
q  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? q  Yes
q  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? q  Yes
q  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)? q  Yes
q  No

42

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? q  Yes q  No
q  Yes
q  No
g. Does the library provide public access to the Internet?
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.
q 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.
q
q
q
q
q

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

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

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

q  Natural History/Anthropology
q  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

43

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 q  
2 q  
3 q  
4 q

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
44

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

45

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.
q 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).
q 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).

q Applicant chooses a rate not to exceed 15% of direct
costs (complete item B).
q 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)
46

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:

47

48

Activity Eleven

Activity Ten

Activity Nine

Activity Eight

Activity Seven

Activity Six

Activity Five

Activity Four

Activity Three

Activity Two

Activity One

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

This is a sample format for a schedule of completion (see page 30). 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 39–40).

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 39–40.

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.

49

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 applicable OMB Circulars.
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.

50

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 with 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. §§ 168183, 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 the applicant’s 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.

51

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

52

(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, 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 reg­u­la­­
tions 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.).

53

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:
(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 project will comply with the Wild and

54

Scenic Rivers Act of 1968, as amended (16
U.S.C. § 1271 et seq.), related to protecting
components or potential components of the
national wild and scenic rivers system.
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the applicant will comply with the flood
insurance requirements of the Flood Disaster
Protection Act of 1973, as amended (42 U.S.C.
§ 4001 et seq.), which requires recipients in
a special flood hazard area to participate in
the program and to purchase flood insurance
if the total cost of insurable construction and
acquisition is $10,000 or more.
Research on Human and Animal Subjects
The authorized representative/authorizing
official, on behalf of the applicant, certifies that
the project will comply with 45 C.F.R. Part 46
regarding the protection of human subjects
involved in research, development, and related
activities supported by this award of assistance.
The authorized representative/authorizing
official, on behalf of the applicant, certifies
that the project will comply with the Laboratory
Animal Welfare Act of 1966, as amended
(7 U.S.C. § 2131 et seq.), pertaining to the
care, handling, and treatment of 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).

For more information, call or write:

Native American/Native Hawaiian Museum Services
Sandra Narva, Senior Program Officer
Phone: 202/653-4634
E-mail: [email protected]
Mark Feitl, Program Specialist
Phone: 202/653-4635
E-mail: [email protected]

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

Institute of Museum and Library Services
1800 M Street, NW
9th Floor
Washington, DC 20036-5802
General phone: 202/653-IMLS (4657)
General E-mail: [email protected]
Web site: www.imls.gov
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, 1800 M Street, NW, 9th Floor,
Washington, DC 20036-5802.

Burden estimate and request for public comments
Public reporting burden for this collection of information is estimated to average nine hours per
response, including the time for reviewing instructions, searching existing data sources, gathering
and maintaining the data needed, and completing and reviewing the collection of information.
Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Institute of Museum and Library Services at the address above; and to the Office of Management and Budget, Paperwork Reduction
Project (3137-0057), Washington, DC 20503.
CFDA Number: 45.308
OMB Number: 3137-0057; Expiration Date: 01/31/2008

1800 M Street, NW, 9th Floor
Washington, DC 20036-5802
Official Business
Penalty for Private Use, $300

Dated Material
OPEN IMMEDIATELY

2007
Native American/
Native Hawaiian
Museum Services
Grant Program Guidelines
and Application Forms
CFDA No. 45.308

PRSRT STD
US Postage

PAID

Institute of Museum
and Library Services
Permit No. G-274

Application Deadline: April 1, 2007
Online application available through Grants.gov
(see www.imls.gov/grantsgov for more information)