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pdf2010
Museum Grants
for African American
History and Culture
Grant Program Guidelines
CFDA No. 45.309
Application Deadline: January 15, 2010
Applicants must apply through Grants.gov
(see www.imls.gov/grantsgov for more information).
FOR MORE INFORMATION, CALL OR WRITE:
Museum Grants for African American History and Culture Support Staff
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
Christopher J. Reich,
Senior Program Officer
Phone: 202/653-4685
E-mail: [email protected]
Twinet G. Kimbrough, Program Specialist
Phone: 202/653-4703
E-mail: [email protected]
TTY (for hearing-impaired persons):
202/653-4614
Office of Museum Services
General phone: 202/653-4789
IMLS will provide visually impaired or learning-disabled persons with an audio recording of this
publication or any other grant publication upon request.
Office of Management and Budget Clearance Numbers
Guidelines: OMB No. 3137-0029 Expiration Date 7/31/2010
Forms: OMB No. 3137-0071; Expiration Date: 7/31/2010
Burden Estimates and Request for Public Comments
Public reporting burden for the collection of information per the guidelines’ instruction is estimated to
average 40 hours per response, including the time for reviewing instructions, searching existing data
sources, gathering and maintaining the data needed, and completing and reviewing the collection of
information. Send comments regarding this burden estimate or any other aspect of this collection of
information, including suggestions for reducing this burden, to the Institute of Museum and Library
Services at the address above; and to the Office of Management and Budget, Paperwork Reduction
Project (3137-0029), Washington, DC 20503.
Public reporting burden is estimated to average 15 minutes per response for the Program Information
Sheet, and 3 hours per response for the Detailed Budget and Summary Budget, 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
th
Institute of Museum and Library Services, Chief, Information Officer, 1800 M Street, NW, 9 Floor,
Washington, DC 20036-5802, and to the Office of Management and Budget, Paperwork Reduction
Project (3137-0071), Washington, DC 20503.
IMLS programs do not discriminate on the basis of race, color, national origin, sex, disability, or age. For
further information, write to the Civil Rights Officer, Institute of Museum and Library Services, 1800 M
Street, NW, 9th Floor, Washington, DC 20036-5802.
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DEAR COLLEAGUES
I am pleased to present the 2010 guidelines for Museum Grants for African American History
and Culture. These grants provide opportunities for African American museums to strengthen
the knowledge and abilities of current staff and attract other professionals and new staff to
African American museum practice.
Museum Grants for African American History and Culture are intended to build expertise and
improve skills in management, operations, programming, collections care, and other areas. We
encourage African American museums to design projects that will enhance institutional capacity
and sustainability through professional training, networking and mentoring opportunities,
internships and fellowships, technical assistance, outside expertise, and other tools.
This historic program was established by the National Museum of African American History and
Culture Act, which calls upon the Director of the Institute to create a funding opportunity in
consultation with the Director and Council of the Smithsonian Institution’s National Museum of
African American History and Culture. Since the launch of this program in 2006, these grants
have made a real difference and are helping to keep the African American story alive in
communities across America.
The mission of the Institute of Museum and Library Services is to strengthen museums and
libraries so they can better serve the American people. Our nation’s museums connect people
to information and ideas; they help us know about and understand culture, art, history, nature,
and science. Through the Museum Grants for African American History and Culture, the
Institute is proud to support a growing number of institutions throughout the country as they
enhance their abilities to serve communities.
I encourage you to read these guidelines, speak with IMLS staff, and consider applying for
funding. I also encourage you to contact IMLS if you are interested in becoming a peer reviewer.
The expertise you bring is invaluable to us in this process, and we are always looking for new
and fresh perspectives.
Sincerely,
Anne-Imelda M. Radice, PhD
Director
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TABLE OF CONTENTS
General Information
About the Institute of Museum and Library Services .............................................................. 6
Outcomes-Based Planning and Evaluation (OBPE) ................................................................................. 6
Museums and Libraries Engaging America’s Youth ................................................................................. 7
Museums and Libraries Strengthen 21st Century Skills ........................................................................... 7
About Museum Grants for African American History and Culture......................................... 8
Conference Calls with AAHC Staff Members ........................................................................... 9
Institutional Eligibility............................................................................................................... 10
Data Universal Numbering System (D-U-N-S®), Taxpayer Identification Number (TIN),
and Employer Identification Number (EIN) ............................................................................. 13
Award Information .................................................................................................................... 14
Cost sharing ............................................................................................................................................ 14
Project Start Date .................................................................................................................................... 14
Use of Funds ........................................................................................................................................... 14
Cost Sharing............................................................................................................................................ 15
Copyright/Work Products ........................................................................................................................ 15
Project Evaluation ................................................................................................................................... 15
Announcement of Awards ....................................................................................................................... 16
Application Review Process .................................................................................................... 17
Guidance for Projects that Develop Digital Products ........................................................... 18
Preparing and Submitting an Application
Grants.Gov information and instructions ............................................................................... 22
Find Grant Opportunities ......................................................................................................................... 22
Get Registered ........................................................................................................................................ 22
Apply for Grants ...................................................................................................................................... 23
Grants.gov Help ...................................................................................................................................... 24
Preparing an application .......................................................................................................... 25
Application Components ......................................................................................................................... 25
Attachments: Naming the Files and their Sequence ............................................................................... 27
SF-424S .................................................................................................................................................. 29
Abstract ................................................................................................................................................... 31
Program Information Sheet ..................................................................................................................... 31
Statement of Purpose/Mission Statement and History ........................................................................... 32
Narrative .................................................................................................................................................. 32
Budget ..................................................................................................................................................... 34
Explanation of Budget Surplus/Deficit..................................................................................................... 37
3
Institutional Financial Statements ........................................................................................................... 37
Partnership Statement ............................................................................................................................ 37
Schedule of Completion .......................................................................................................................... 37
Specifications for Projects that Develop Digital Products ....................................................................... 39
List of Key Project Staff and Consultants and Resumes ........................................................................ 41
Letters of Commitment (if applicable) ..................................................................................................... 41
Proof of Nonprofit Status ......................................................................................................................... 41
Federally Negotiated Indirect Cost Rate Agreement .............................................................................. 41
Supporting Documents for AAHC Applicants.......................................................................................... 42
IMLS Assurances and Certifications
Assurances Statement ............................................................................................................................ 44
Certifications Required of All Applicants ................................................................................................. 44
Certifications Required of Some Applicants............................................................................................ 46
Ten Tips to Work Successfully with Grants.gov .................................................................... 48
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Section 1:
General Information
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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 123,000 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. To
learn more about the Institute, please visit www.imls.gov.
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.
Outcomes-Based Planning and Evaluation (OBPE)
IMLS encourages the use of an approach called outcomes-based planning and evaluation
(OBPE) when it is appropriate for the type of project to be conducted. Any project that identifies
learning or education for any audience among its goals should plan to measure representative
outcomes for that aspect of its work. Information about evaluation is available on the IMLS Web
site at www.imls.gov/applicants/obe.shtm or on request from IMLS. IMLS encourages applicants
to consider participating in Shaping Outcomes, a Web-based course for which information is
available at www.shapingoutcomes.org, or a similar learning experience in advance of
application. Such programs are intended to help planners refine their purposes and evaluation
plans.
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Museums and Libraries Engaging America’s Youth
Museums and libraries have a rich array of resources—collections, staff, programs—that
engage youth by inspiring curiosity and fostering learning. These cultural institutions also
provide safe and welcoming environments for kids. Libraries and museums are essential
community partners that have a significant role to play in helping youth succeed in school, work,
and life. Through its Museums and Libraries Engaging America’s Youth initiative, the Institute
looked back at the youth-oriented programs it funded to examine what works and to share
effective practices. A convening of practitioners, educators, and informal learning experts looked
at elements of successful programs – such as positive environment, institutional support,
professional development, and evaluation—and how museums and libraries can enhance their
role as community partners. If your application to the Museum Grants for African American
History and Culture program involves youth, please see these publications for tips and
recommendations in designing effective programs, as well as for valuable resources and
bibliography.
Youth Resources (available at www.imls.gov/youth)
The Final Report shares the results of the year-long study on the impact of IMLS grants (19982003) though programs that served youth aged 9-19. Nearly 400 museum and library programs
were surveyed about their goals, strategies, content, audience, and structure, as well as about
their impact, effectiveness, and outcomes.
The Practitioner’s Guide provides practitioners with the information needed for planning and
implementing effective youth programs. It includes a variety of resources and references to
critical works that have been gathered from the fields of youth and community development,
education, and informal learning.
Museums and Libraries Strengthen 21st Century Skills
IMLS published Museums and Libraries and 21st Century Skills, a policy report and assessment
tool to advance the role of libraries and museums in the development of such 21st century skills
as information, communications, and technology literacy, creativity and problem solving, civic
literacy, and global awareness. The report establishes the essential role libraries and museums
play in creating an engaged citizenry and competitive workforce.
The report provides a framework for assessing readiness to deliver 21st century skills, case
studies, and resources to help public libraries and museums work with their communities to
identify and integrate 21st century skills into their programs. Museum Grants for African
American History and Culture applicants will find this tool useful in program development for a
wide range of projects. IMLS welcomes proposals that promote the skills necessary to develop
21st century communities, citizens, and workers. The full report is available at
www.imls.gov/pdf/21stCenturySkills.pdf.
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ABOUT MUSEUM GRANTS FOR AFRICAN AMERICAN
HISTORY AND CULTURE
The Institute of Museum and Library Services administers a variety of grant programs that
advance the value of museums and libraries as critical resources for a nation of learners.
Museum Grants for African American History and Culture (AAHC) are intended to build
institutional capacity in the African American museum community. The program provides
opportunities for staffs of African American museums to gain knowledge and abilities in the
areas of management, operations, programming, collections care, and other museum skills
identified as high priorities by applicants. It provides an opportunity for African American
museums to design projects that will enhance institutional capacity and sustainability by utilizing
professional training, technical assistance, internships, outside expertise, and other tools.
For FY2010, the program invites applications that focus on one or more of the following three
goals:
•
•
•
Developing or strengthening knowledge, skills and other expertise of current staff at
African American museums
Attracting and retaining professionals with the skills needed to strengthen African
American museums
Attracting new staff to African American museum practice and providing them with the
expertise needed to sustain them in the museum field
Funds will support a wide range of activities that support these goals, including
•
•
•
•
•
staff exchange, mentoring, education or training, or other strategies that increase the
skills needed to improve African American museum services;
attendance at museum conferences and other professional meetings;
enrollment in courses or workshops;
technical assistance or consultation with museum or business professionals from outside
the institution; and
organizational support for the development and implementation of internship and
fellowship programs. (Awards are not made to individuals.)
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CONFERENCE CALLS WITH AAHC STAFF MEMBERS
IMLS offers an opportunity to discuss your application or general issues about the AAHC
program with the program staff. We do this through a conference call. We invite anyone to join
the call to listen to the comments of the IMLS and those of other callers as well as asking
questions you might have.
The conference call schedule for this program is:
Friday, November 20, 2009 at 2:00 p.m. Eastern Time
Wednesday, December 9, 2009 at 2:00 p.m. Eastern Time
Visit www.imls.gov/applicants/grants/AfricanAmerican.shtm closer to the date of the call to get
the dial-in information you will need to participate.
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INSTITUTIONAL ELIGIBILITY
An applicant must
1. be either a unit of state or local government or a private not-for-profit organization that
has tax-exempt status under the Internal Revenue Code;
2. be located in one of the fifty states of the United States of America, the District of
Columbia, the Commonwealth of Puerto Rico, Guam, American Samoa, the Virgin
Islands, the Commonwealth of the Northern Mariana Islands, the Republic of the
Marshall Islands, the Federated States of Micronesia, or the Republic of Palau; and
3. qualify as one of the following three types of organizations:
a. a museum*, whose primary purpose, as reflected in its mission, is African American
life, art, history, and/or culture, encompassing the period of slavery; the era of
reconstruction; the Harlem Renaissance; the civil rights movement; and other
periods of the African American Diaspora;
b. a museum service organization or association whose primary purpose, as reflected
in its mission, is to support museums identified above (Note: A friends group
associated with a single museum is not an eligible applicant); or
c. a historically black college or university, as defined by the Higher Education Act of
1965, as amended, 20 U.S.C. Section 1061, and pursuant to Executive Order 13256,
dated February 12, 2002.
* A museum is defined as an organization that, using a professional staff, (1) is organized on a
permanent basis for essentially educational or aesthetic purposes; (2) owns or uses tangible
objects, either animate or inanimate; (3) cares for these objects; and (4) exhibits these objects
to the general public on a regular basis through facilities which it owns or operates.
An organization uses a professional staff if it employs at least one professional staff member, or
the fulltime equivalent, whether paid or unpaid primarily engaged in the acquisition, care, or
exhibition to the public of objects owned or used by the institution.
An organization “exhibits objects to the general public” if such exhibition is a primary purpose of
the institution. Further, an organization which exhibits objects to the general public for at least
120 days a year shall be deemed to exhibit objects to the general public on a regular basis. An
organization which exhibits objects by appointment may meet the requirement to exhibit objects
to the general public on a regular basis, if it can establish, in light of the facts under all the
relevant circumstances, that this method of exhibition does not unreasonably restrict the
accessibility of the institution's exhibits to the general public. Please note that an organization
which does not have as a primary purpose the exhibition of objects to the general public, but
which can demonstrate that it exhibits objects to the general public on a regular basis as a
significant, separate, distinct, and continuing portion of its activities, and that it otherwise meets
the museum eligibility requirements, may be determined to be eligible as a museum under these
guidelines.
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A museum located within a parent organization that is a state or local government or
multipurpose non-profit entity, such as a municipality, university, historical society, foundation,
or a cultural center, may apply on its own behalf, if the museum: (1) is able to independently
fulfill all the eligibility requirements listed above; (2) functions as a discrete unit within the parent
organization; (3) has its own fully segregated and itemized operating budget; and (4) has the
authority to make the application on its own. When any of the last three conditions cannot be
met, a museum may apply through its parent organization.
Prospective applicants that cannot fulfill all of these requirements should contact IMLS to
discuss their eligibility before applying. IMLS may require additional supporting documentation
from the applicant to determine the museum’s autonomy. Each eligible applicant within a single
parent organization should clearly delineate its own programs and operations in the application
narrative. A parent organization that controls multiple museums that are not autonomous but
which are otherwise eligible may submit only one application per grant program; the application
may be submitted by the parent organization on behalf of one or more of the eligible museums.
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PARTNERSHIPS
Partnerships may strengthen applications submitted to this program, if they are appropriate to
the project. Partnerships are not required in this program, however.
An application may include one or more partners. The lead applicant in a partnership must be
eligible to apply as an individual entity, and all members of a partnership should be active
contributors to and beneficiaries of project activities.
The members of the partnership shall designate one member of the partnership to apply for the
grant. Any group application must contain a Partnership Statement that details the activities that
each member of the partnership plans to perform and binds each member of the partnership to
every statement and all assurances made by the applicant in the application. The applicant shall
submit the Partnership Statement with the application.
By submitting the Partnership Statement with the application, the applicant affirms that (1) the
partner is available and has agreed to participate, and (2) the Partnership Statement is true,
complete, and accurate to the best of the applicant’s authorized representative’s knowledge.
The applicant will ensure that each partner also provides a signed original version of the
Partnership Statement to the applicant, and that this form will be made available to IMLS upon
request.
If IMLS makes a grant to a partnership, the lead applicant for the partnership is the grantee and
is legally responsible for the use of all grant funds and for ensuring that the project is carried out
by the partnership in accordance with the terms of the grant and all applicable federal laws,
regulations, and requirements. The lead applicant must be the fiscal agent, but may subcontract
with partners for other specific activities or services. Each member of the partnership is legally
responsible for carrying out the activities it agrees to perform and using the funds it receives in
accordance with the terms of the grant and all applicable federal laws, regulations, and
requirements.
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DATA UNIVERSAL NUMBERING SYSTEM (D-U-N-S®),
TAXPAYER IDENTIFICATION NUMBER (TIN), AND EMPLOYER
IDENTIFICATION NUMBER (EIN)
To improve the statistical reporting of federal grants and cooperative agreements, the Office of
Management and Budget (OMB) has directed all federal agencies to require all applicants for
federal grants to provide a Dun and Bradstreet Data Universal Numbering System (D-U-N-S®)
Number when applying for federal grants or cooperative agreements on or after October 1,
2003.
Organizations should verify that they have a D-U-N-S® Number or take steps to obtain one.
Organizations can receive a D-U-N-S® Number at no cost by calling the dedicated toll-free D-UN-S® Number request line at 1-866-705-5711 or by visiting www.dnb.com/us. Individuals who
would personally receive a grant or cooperative agreement award from the federal government
apart from any business or nonprofit organization they may operate are exempt from this
requirement.
The Taxpayer Identification Number (TIN) is an identification number used by the Internal
Revenue Service (IRS) in the administration of tax laws. It is issued either by the Social Security
Administration (SSA) or by the IRS. A Social Security number is issued by the SSA, whereas all
other TINs are issued by the IRS. An Employer Identification Number (EIN), also known as a
federal tax identification number, is a nine-digit number that the IRS assigns to business
entities. The IRS uses this number to identify taxpayers that are required to file various business
tax returns.
If an organization does not have D-U-N-S® and TIN numbers, its application will be rejected.
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AWARD INFORMATION
Museum Grants for African American History and Culture range from $5,000 to $150,000.
Generally, project activities supported by these grants may be carried out for up to two years.
Cost sharing
A 1:1 cost share is required for AAHC grants. Refer to page 14 for more information on cost
sharing requirements.
Project Start Date
Projects may begin no earlier than August 1 and no later than October 1, 2010. Projects must
begin on the first day of the month and end on the last day of the month.
Use of Funds
Allowable Expenses include such items as
• Staffing
• Staff training
• Internship stipends and support activities
• Project personnel, contract, or in-house staff time necessary for the proper and efficient
execution of the project
• Project consultants and their travel
• Costs related to planning and maintenance of project partnerships
• Purchase of equipment, materials, supplies, or services
• Integration of technology into museum operations
• Costs associated with evaluation of grant programs or activities
• Publication
• Indirect or overhead costs (see page 35)
All proposed expenses must be justified in the application budget.
Unallowable Expenses include such items as
• Collection conservation activities including installation of HVAC systems, treatment of
objects/specimens, or collections surveys (Note: For these activities, please review the
IMLS Conservation Project Support Guidelines regarding possible eligibility.)
• General museum fundraising costs, such as development office expenditures or other
staff time devoted to general fundraising
• General advertising or public relations costs designed solely to promote the organization
and not a specific project
• Construction and renovation of museum facilities. (Generally 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. (Note: Applicants
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•
•
•
•
with questions about the eligibility of exhibition activities should call IMLS staff
immediately.)
Acquisition of collections
Contributions to endowments
Social activities, ceremonies, receptions, or entertainment
Pre-grant costs
Cost Sharing
Project costs must be matched 1:1 through cost share by the applicant. Applicants must provide
at least half of the total cost of the project from nonfederal sources. These costs may be
supported by the grantee’s cash outlays, including cash contributions from third parties that are
used to support project costs, the value of the grantee’s contributions of property and services
to the project, and third-party in-kind contributions that are used to support project activities.
IMLS encourages applicants to contribute as cost sharing the salaries of any permanent staff to
be employed on a project in proportion to the amount of time they will spend on the project. If
IMLS funding is requested for salaries of permanent staff, the proposal should explain how their
regular duties will be performed during the grant period. Unallowable expenses cannot be used
as cost sharing.
IMLS strongly encourages applicants to seek third-party donations of cash, equipment, and
services. If any funds are to be contributed as cost share by sources other than the applicant or
its official partners, the applicant must identify whether the commitment of funds is assured or
pending. If the funds are assured, the applicant should include a letter from the source affirming
its commitment. If the funds are not assured, the applicant should describe the plan for meeting
the promised cost share from other sources in the event that the pending funds are not
received. All revenues generated with project funds during the grant period must be reported as
program income and should be applied to the grant recipient’s cost sharing. All listed expenses,
including all cost sharing, must be incurred during the grant period. IMLS and government-wide
uniform administrative and cost rules and requirements apply, including appropriate OMB
circulars.
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 their final reports.
Project Evaluation
At the end of the project all grantees are required to submit a final performance report that
documents project goals and project design, and that provides an analysis of the project. The
report requires quantitative information on project activities and audiences reached. It also
15
requires quantitative and qualitative data that documents project achievements, summarizes
lessons learned, and documents outcomes (changes in individual’s knowledge, skills, attitudes,
behaviors, etc.) and, if applicable, large-scale or long-term results that affect one or more
institutions, communities, or fields.
Applicants should include information in the application narrative that demonstrates that the
project plan and evaluation design will enable the grantee to provide the data and analysis
necessary to meet the requirements of the final report. See the final report form at
www.imls.gov/docs/rptInstructions.doc and a glossary of key reporting terms at
www.imls.gov/pdf/Glossary.pdf.
IMLS encourages applicants to consider participating in Shaping Outcomes, a Web-based
course for which information is available at www.shapingoutcomes.org, or a similar learning
experience in advance of application. Such programs are intended to help planners refine their
purposes and evaluation plans.
All applicants are expected to include the costs or evaluation, reporting, and dissemination in
their project budget. Associated costs may be for consultants or staff, development of
instruments, information collection, and analysis. Any of these may be budgeted as direct costs
or cost share.
Applicants are required to request travel funds to attend IMLS-designated meetings to share
project information. Applicants should budget $2,000 for this IMLS-designated travel for each
year of the project request, or $4,000/year for partnership projects.
Announcement of Awards
No information about the status of an application will be released until the applications have
been reviewed and all deliberations are concluded. IMLS will notify applicants of final decisions
in late July 2010, with projects to begin no earlier than August 1, 2010.
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APPLICATION REVIEW PROCESS
IMLS staff determines whether an applicant is eligible and whether an application is complete. If
an applicant is determined to be ineligible as an official applicant, the application is rejected
without evaluation (see “Institutional Eligibility”), and notified by IMLS. Applicants are encouraged
to call IMLS Senior Program Officer Christopher Reich prior to submission of their proposals to
discuss their applications.
All eligible and complete applications for AAHC grants are evaluated by peer review. Reviewers
will have professional experience in or relating to African American history and culture as well
as experience with general museum operations. The IMLS Director makes the final funding
decisions on the basis of the peer evaluations and the appropriateness of the projects to the
goals of the AAHC Grant program and the overall goals of IMLS.
17
GUIDANCE FOR PROJECTS THAT DEVELOP DIGITAL
PRODUCTS
Information to Include in Application
In the application narrative, include a description of the subject matter and its significance,
including relationships to related digital content. Explain how the material to be included in the
project was or will be selected. Describe the additional value that any digital conversion or
repurposing will bring to the materials, such as enabling innovative new uses or attracting new
audiences. Describe how potential users will discover any new digital material. This application
also includes a form, Specifications for Projects That Develop Digital Products, which must be
completed and submitted with the application.
Interoperability
Project design should demonstrate the use of existing standards and best practices for digital
material where applicable; project products should be interoperable with other digital content.
Grantees creating digital collections are expected to participate in the IMLS Digital Collections
Registry, currently operated by the University of Illinois at Urbana Champaign. The Grainger
Library has created a registry and a metadata repository of collections digitized with IMLS
funding. (See the project site at http://imlsdcc.grainger.uiuc.edu).
Digitization Plans
Projects that include digital conversion are strongly encouraged to develop a digitization plan
before writing the grant application, and to include a copy of the plan as an attachment to the
application.
Resources for Digital Projects
IMLS has published A Framework of Guidance for Building Good Digital Collections as a
resource for applicants planning a digital project. Now maintained by the National Information
Standards Organization and available at http://framework.niso.org, this document contains links
to many Web sites with useful information for planning and implementing digital projects. IMLS
offers a wealth of information, including lists of digital projects funded, at the Digital Corner on
the IMLS Web site at www.imls.gov/about/digitalCorner.asp.
The following list of resources will help applicants learn more about digital projects; it is neither
exhaustive nor an endorsement of any particular resource.
Training
Many universities, organizations, and businesses provide training in digitization and related
topics. The following are examples only—check the general resource lists above for leads to
more training opportunities and the topic lists below for training resources in specific subject
areas.
•
•
www.library.cornell.edu/preservation/tutorial/contents.html
Moving Theory into Practice: Digital Imaging Tutorial, by Cornell University Department
of Preservation andCollections Maintenance.
www.solinet.net/digital_services/ds_templ.cfm?doc_id=2506
SOLINET (Southeastern Library Network) offers training in digital imaging, copyright,
digital preservation, and other related topics.
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•
www.oclc.org/programs/ourwork/agenda.htm
OCLC (Online Computer Library Center) provides seminars, workshops, and online
training in digital projects, preservation, copyright, and other topics related to digitization.
General
• www.bcr.org/cdp/best
Bibliographic Center for Research’s Collaborative Digitization Program has worked
extensively with library, museum and archive practitioners to help standardize and share
protocols governing the implementation of digital projects.
• http://memory.loc.gov/ammem/ftpfiles.html
Building Digital Collections: Technical Information and Background Papers—Library of
Congress American Memory Project.
• www.archives.gov/preservation/technical/guidelines.html
Technical Guidelines for Digitizing Archival Materials for Electronic Access: Creation of
Production Master Files—Raster Images by Steven Puglia, Jeffrey Reed, and Erin
Rhodes, U.S. National Archives.
• http://sunsite.berkeley.edu/imaging
Digitizing Images and Text The Berkeley Digital Library portal links to resources on
digitization projects, resources, and tools.
• www.mainememory.net
The Maine Memory Network provides guidance and resources for its contributing cultural
institutions such as libraries, museums, archives, and historical societies.
• http://images.library.uiuc.edu/resources/links.htm
University of Illinois at Urbana Champaign, Digital Imaging and Media Technology
Initiative provides resources about many topics, including a listing of current imaging
programs, organizations, and committees.
• www.chin.gc.ca/English/index.html
The Canadian Heritage Information Network has information on creating and managing
digital content.
• www.nedcc.org/resources/leaflets.list.php
Handbook for Digital Projects: A Management Tool for Preservation and Access—This
Northeast Document Conservation Center site offers nine chapters of a handbook on
project management, scanning, copyright issues, technical topics, best practices, vendor
relations, and longevity. Includes many links to related sites.
• www.diglib.org/publications.htm
The Digital Library Federation has publications on a range of topics, including digital
image management and preservation.
• www.rlg.org/en/page.php?Page_ID=12081
The Research Library Group’s DigiNews, a bimonthly Web-based newsletter.
• http://bcr-lists.org/mailman/listinfo/digistates
DigiStates online discussion list for people working on collaborative statewide projects
for the digitization of cultural heritage resources.
19
Metadata
• www.niso.org/standards/resources/Metadata_Demystified.pdf
Metadata Demystified, by Amy Brand, Frank Daly, and Barbara Meyers (Sheridan Press
and NISO Press, 2003).
• www.getty.edu/research/conducting_research/standards/intrometadata
Introduction to Metadata: Pathways to Information, edited by Murtha Baca, (Getty
Research Institute, 2000).
• www.oclc.org/programs/ourwork/past/culturalmaterials/RLG_desc_metadata.pdf
The Research Library Group’s Descriptive Metadata Guidelines for RLG Cultural
Materials
• http://webservices.itcs.umich.edu/mediawiki/oaibp/?PublicTOC
Digital Library Federation/National Science Digital Library Best Practices for OAI Data
Provider Implementations and Shareable Metadata
• www.utah.edu/cpbmetadata/PBCore
BCore: Public Broadcasting Metadata Dictionary for public broadcasters’ television,
radio, and Web activities.
Preservation of Digital Material
• www.library.cornell.edu/iris/tutorial/dpm
Digital Preservation Tutorial,by Cornell University Department of Preservation and
Collections Maintenance.
• www.dlib.org
D-Lib Magazine has many articles on preservation of digital materials.
Intellectual Property
• www.umuc.edu/distance/odell/cip
Center for Intellectual Property and Copyright in the Digital Environment by the Office of
Distance Education and Lifelong Learning at the University of Maryland University
College
• www.copyright.iupui.edu
Copyright Management Center (CMC) Indiana University—Purdue University
Indianapolis.
Universal Access
• www.w3.org/WAI
The World Wide Web Consortium’s guidance and resources on Web accessibility for
people with disabilities.
• http://trace.wisc.edu/world/web
Designing More Usable Web Sites—The Trace Center presents resources on universally
accessible Web guidelines, compliance with Section 508, and forums for discussing
accessibility issues.
• http://webaim.org
WebAIM is a non-profit organization within the Center for Persons with Disabilities at
Utah State University.
20
PREPARING AND SUBMITTING
AN APPLICATION
21
GRANTS.GOV INFORMATION AND INSTRUCTIONS
Organizations that are applying under the January 15, 2010, deadline for the Museum Grants
for African American History and Culture program must submit their applications through
Grants.gov, the federal government’s online application system. The Grants.gov system will
accept applications through 11:59 P.M. Eastern Time on January 15, 2010.
All applicants who are using Grants.gov must register with Grants.gov before submitting their
application. While the deadline is January 15, 2010, IMLS recommends strongly that
applicants REGISTER EARLY and COMPLETE AND SUBMIT THEIR APPLICATION
EARLY. The multi-step 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
process. DO NOT WAIT UNTIL THE WEEK OF THE APPLICATION DEADLINE TO
REGISTER.
Find Grant Opportunities
www.grants.gov/applicants/find_grant_opportunities.jsp
•
Search opportunities
o Basic search
o Browse by category
o Browse by agency
o Advanced search
•
Email subscription
o All grants
o Advanced criteria
o Specific Funding Opportunity Number (FON)
o Unsubscribe
Get Registered
www.grants.gov/applicants/get_registered.jsp
•
Step 1: Register your organization
o Request a D-U-N-S® Number
o Register with CCR
o Organization registration checklist
•
Step 2: Register yourself as an Authorized Organization Representative (AOR)
•
Step 3: Get authorized as an AOR by your organization
22
Apply for Grants
www.grants.gov/applicants/apply_for_grants.jsp
Step 1: Download a grant application package
Use one of the following identifiers to locate the
Museum Grants for African American History and Culture package:
CFDA No: 45.309
Funding Opportunity Number: AAHC-FY10
IMLS applicants must download two packages to get all of the necessary forms and instructions:
1. 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 this specific program.
2. Download Application Package: This package has the face sheet (SF-424s, “Application
for Federal Domestic Assistance/Short Organizational Form”), Abstract, and the
Attachments form.
Step 2: Complete the grant application package
Step 3: Submit the completed grant application package
Important deadline information: Applications must be received by 11:59 p.m. Eastern time on
January 15, 2010 in the Grants.gov system. Within 48 hours of submitting a grant application,
applicants will receive two email messages from Grants.gov:
• The first will confirm receipt of the application by the Grants.gov system.
• The second will indicate that the application has either been successfully validated by the
system prior to transmission to the grantor agency OR has been rejected due to errors.
Only applications validated by the Grants.gov system will be available to IMLS for the grant
review process.
Applicants are encouraged to not wait until the final hours prior to the deadline to submit their
applications. Submitting early may enable an applicant to deal with unexpected problems.
Step 4: Track the status of a submitted grant application package
23
Grants.gov Help
For direct assistance with Grants.gov, contact the Grants.gov Help Desk via e-mail at
[email protected], or call them at 1-800-518-4726 from 7:00 A.M. to 9:00 P.M. Eastern time,
Monday through Friday.
The Grants.gov help desk will assign a case number to each inquiry. This number only
documents the inquiry to the help desk and is in no way related to the tracking number that
Grants.gov will assign an application once it has been successfully submitted.
Help is also available on the Grants.gov website: www.grants.gov/help/help.jsp
•
User manual for applicants: www.grants.gov/assets/GDG_AppUserGuide_0207.pdf
•
Frequently asked questions (FAQs): www.grants.gov/help/faq.jsp
o General FAQs
o Applicant FAQs
o Submit application FAQs
o Adobe® Acrobat® Reader® FAQs
•
How to convert documents to PDF: www.imls.gov/pdf/PDFConversion.pdf
•
Download Adobe® Acrobat® software: Step 3 in
www.grants.gov/applicants/apply_for_grants.jsp
•
Glossary: www.grants.gov/help/glossary.jsp
•
D-U-N-S® Help: http://fedgov.dnb.com/webform
•
D-U-N-S® FAQs: http://fedgov.dnb.com/webform/displayFAQPage.do
•
CCR help:
o Central Contractor Registration Handbook: www.ccr.gov/doc/CCR_Handbook.pdf
o CCR FAQs: www.ccr.gov/FAQ.aspx
NOTE: Once an organization has registered with the CCR, the registration must be renewed
each year. Go to: www.ccr.gov/Renew.aspx.
Applicants will find additional tips for working with Grants.gov on the
last two pages of these guidelines.
Need more help with Grants.gov? Try this link to the IMLS Web site for additional
guidance and suggestions: www.imls.gov/applicants/applicants.shtm.
24
PREPARING AN APPLICATION
Application Components
An application requesting funding from the AAHC grant program must include the materials
listed below. Each component is in one of the following formats:
•
Grants.gov form: These forms are available only in the package downloaded from
Grants.gov. Applicants will need the Adobe® Acrobat® Reader® to fill out these forms.
•
IMLS form: These forms are available in both Microsoft® Word document and Fill-in
PDF formats, and are located in both the downloaded Grants.gov file and the IMLS Web
site. While the Word versions of the forms are provided for convenience, please note
that completed forms must be submitted as PDF’s. For assistance in converting
documents to PDF, visit www.imls.gov/pdf/PDFConversion.pdf.
•
Text document: Applicants should create these documents using their own word
processing or other software. Again, they must be attached to the application as
PDF’s.
Component:
Format:
1. Face sheet: the Application for Federal Domestic Assistance/
Short Organizational Form (SF-424S)
Grants.gov form
2. Abstract
Grants.gov form
3. Program Information Sheet
IMLS form
4. Statement of purpose/mission statement and history
Text document
5. Narrative (not to exceed 7 pages)
Text document
6. Detailed Budget, replicated for each year of the project
IMLS form
7. Summary Budget
IMLS form
8. Budget Justification, a narrative of up to 2 pages to describe
expenses as listed in the budget forms
Text document
9. Explanation of budget surplus or deficit
Text document
10. Institutional financial statements
Text document
11. Partnership Statement (if applicable)
IMLS form
12. Schedule of Completion
Text document
13. Specifications for projects that develop digital products (if applicable) IMLS form
25
14. List of key project staff and consultants and brief (no more than 2
pages per person) resumes for key project personnel
Text document
15. Letters of commitment (if applicable)
Text document
16. Proof of nonprofit status (if applicable)
Text document
17. Current federally negotiated rate for indirect costs (if applicable)
Text document
18. Supporting documentation (not to exceed 20 pages)
Text document
26
Attachments: Naming the Files and their Sequence
The IMLS forms, text documents, and other documents that are part of the application must
each be saved as a PDF that is named according to the list below. Note: IMLS will not convert
files for applicants and will not accept file formats other than PDF. For assistance in converting
documents to PDF, visit www.imls.gov/pdf/PDFConversion.pdf. Also, please do not send
secured PDF’s because IMLS cannot process these files.
Append all of the documents to the Attachments Form in the prescribed sequence. If there are
more attachments than will fit in the “Mandatory Documents for Submission” box on Grants.gov,
please use the “Optional Documents for Submission” box for the remaining ones, following the
same naming convention.
The Face Sheet (SF 424S) and the Abstract are Grants.gov forms that will automatically
be saved as PDFs. See page 31 for further instructions on how to compose and submit the
Abstract. The table below is for all of the other application components that are appended to the
Attachment form.
NOTE: The third column below is for sequencing purposes—simply skip a number if that
document is not required for your particular application. For example, a one year project will
only require a Detailed budget for Year 1; some applications may not require a Partnership
statement; etc.
Document
File name to use
Attach in this order
Program Information Sheet
Programinfo.pdf
1st
Institutional Statement of
Purpose/Mission
Statementofpurpose.pdf
2nd
Narrative
Narrative.pdf
3rd
Detailed budget form [by year,
as appropriate]
Detailedbudget year1.pdf
Detailedbudget year2.pdf
Detailedbudget year3.pdf
4th
5th
6th
Summary budget form
Summarybudget.pdf
7th
Budget justification
Budgetjustification.pdf
8th
Surplus/Deficit explanation
Surplusdeficit.pdf
9th
Institutional financial statements
FinancialStatements.pdf
10th
Partnership statement
[named, as per instructions]
PartnerName1.pdf
PartnerName2.pdf
PartnerName3.pdf
11th
12th
13th
Schedule of completion
Scheduleofcompletion.pdf
14th
27
Specifications for digital
Products
Digitalproducts.pdf
15th
Project staff and resumes
Projectstaff.pdf
16th
Letters of Commitment
LetterOfCommitment1.pdf
LetterOfCommitment2.pdf
17th
18th
Proof of nonprofit status
Proofofnonprofit.pdf
19th
Indirect Cost Rate form
Indirectcostrate.pdf
20th
Supporting documents
[numbered, as appropriate]
Supportingdocument1.pdf
Supportingdocument2.pdf
Supportingdocument3.pdf
etc.
21st
22nd
23rd
etc.
28
SF-424S
The IMLS Face Sheet is the equivalent of the “Application for Federal Domestic
Assistance/Short Organizational Form (SF-424S)” on Grants.gov.
Items 1 – 4 are automatically filled in by Grants.gov.
5. Applicant Information
a. Legal Name: Enter the legal name of the organization that is making the application. Please
see “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 Sheet, 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: Select the one code that best characterizes the applicant organization from
the menu in the first dropdown box. Leave the other boxes blank. The following types of
applicants are not eligible to receive AAHC Grants:
• Individuals
• Public/Indian Housing Authority
• For-profit organization
• Small business
• Non-domestic (non-U.S.) entity
e. EIN/TIN: Enter the nine-digit number assigned by the IRS; do not use a Social Security
number.
f. Organizational D-U-N-S®: All organizational applicants for federal funds must have a D-U-NS® 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: 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.” For states and territories with "At Large" congressional districts--that
is, one representative or delegate represents the entire state or territory--use "001", e.g., "VT001."
If an organization 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 organization’s district, visit the House of
Representatives Web site at www.house.gov and use the “Find Your Representative” tool.
29
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. AAHC grant projects must begin between August 1, 2010 and October 1,
2010. Start dates must be the first day of a month and end dates must be the last day of a
month.
7. Project Director
Provide the requested information for the Project Director, who will be responsible for carrying
out the project and who will serve as the key contact person with IMLS regarding the progress
achieved under the grant. Leave the Social Security Number blank. Select a prefix (even though
this field is not required on Grants.gov).
8. Primary Contact/Grants Administrator
Provide the requested information for the individual who should be contacted on all matters
involving this application and the administration of any grant that may be awarded. For colleges
and universities, this person is often a sponsored research, sponsored programs, or contracts
and grants officer. In some museums, the person could be the development director. Leave the
Social Security Number blank. Select the appropriate prefix (even though this field is not
required on Grants.gov). In some organizations, particularly smaller ones, this individual may be
the same as the Project Director. If this is the case, check the “Same as Project Director” box. (If
the primary contact/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, this individual certifies the applicant’s
compliance with relevant federal requirements (the “IMLS Assurances and Certification”
section). 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.
30
Abstract
A Project Abstract not exceeding one single-spaced (660-word maximum) page. Insert the text
into the Abstract form provided in the package downloaded from Grants.gov.
Information in the abstract should cover the following areas as related to the proposed project:
•
•
•
Who is the lead applicant and who are the formal partners (if applicable)?
What is the time frame for the project?
What will be the project’s activities, outcomes, and tangible products?
This abstract may be used by IMLS for public information purposes, so it should be informative
to other persons working in the same or related fields and insofar as possible understandable to
a technically literate lay reader. The abstract must not include any proprietary or confidential
information.
Program Information Sheet
1. Applicant Information
a. Legal Name: Enter the legal name of the applicant.
b. and c. Organizational Unit and Address:
If the eligible entity cannot apply for grants on its own behalf, then enter the name and address
of the entity in these spaces. For example, if an applicant is part of a parent organization such
as a university, the university would be the legal applicant, and the museum would be entered
as the organizational unit. Be sure to include the four-digit extension on the Zip code.
d. Web Address: If an organizational unit is listed, enter its Web address here. If not, enter the
Web site of the entity listed under Legal Name.
e. Type of Institution: Select the one that most accurately describes the applicant.
2. Grant Program or Grant Program Category
Select g. Museum Grants for African American History and Culture.
3. Request Information
a. IMLS Funds Requested: Enter the amount sought from IMLS.
b. Cost Share Amount: Enter the amount here. Applicants must provide cost sharing of at least
one half of the total project cost. See page 14 for further information.
4. Museum Profile (Museum Applicants only)
Museum applicants must answer all questions in this section.
5. Project Partners
List the names of organizations that are official project partners (if applicable).
6–8. Do not complete.
31
Statement of Purpose/Mission Statement and History
The Statement of Purpose/Mission should include the applicant organization’s mission
statement and must note the source, approving body, and date of the official document in which
it appears. The applicant may quote from or summarize to convey the essential points of the
statement, if the statement is too long to be quoted in full. It must accurately portray the
museum’s purpose or mission.
Use the remaining space on the page to include a brief history of the museum. Do not exceed
one page.
Narrative
Limit the narrative to seven single-spaced, numbered pages. Applicant’s name must appear at
the top of each page.
All pages should have at least 0.5 inch margins on all sides, and the font size should be no
smaller than twelve point type. Use the Optional Attachments to provide supplementary
material.
The following pages provide guidance in preparing the narrative component of the AAHC grant
application. There are four sections to the narrative. Applicants must address each section and
related review criteria separately, and in the same order in which they are listed below. 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.
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.
1. Statement of Need
Include a statement of need as it relates to the museum, its audience, or the African
American museum community. Include information such as
•
•
•
•
•
audiences to whom museum services are being provided;
past successes and ongoing or future challenges in meeting the needs of the audiences
served by the applicant organization;
how the proposed project will improve museum staff knowledge, skills and/or abilities;
how the proposed project is expected to improve museum services to the community;
(for proposals that are designed to benefit multiple African American museums) how the
project will improve the overall African American museum community.
Review Criteria: Evidence that the applicant is familiar with the community it serves and has
performed a formal or informal assessment of museum and/or community needs. Evidence that
the project is designed to improve staff expertise in a manner that will enhance institutional
capacity and sustainability.
32
2. Project Design
Include a description of the proposed project design. Include information such as
•
•
•
•
project goals and objectives;
specific skills, knowledge, and experiences that will build staff or institutional
capacities;
action steps and activities to implement the project;
a description of the institution’s collections, if impacted by the proposed activities.
Review Criteria: Evidence that the project proposes efficient, effective, and reasonable
approaches to accomplish clear goals and objectives. Evidence that the methodology
and design are appropriate to the scope of the project. Evidence that the project will meet
IMLS program goals. If the project includes digitization, evidence that appropriate procedures
will be followed
3. Project Resources: Time, Personnel, Budget
Describe project resources, both those funded by the grant and those funded by the
institutional cost share. Include information such as
•
•
•
time allocated to complete project;
key staff and consultants involved in project, their qualifications, commitment to project
activities, and how they will balance project responsibilities with other ongoing duties;
budget allocated to accomplish project activities, including both the applicant’s
contributions and how the applicant will meet the required 1:1 match.
Review Criteria: Evidence that the applicant will effectively complete the project activities
through the deployment and management of resources, including money, facilities, equipment,
and supplies. Evidence of sound financial management, coupled with an appropriate and costefficient budget. Evidence that the applicant has the ability to meet the cost share requirement.
Evidence that the project personnel demonstrate appropriate experience and expertise and
will commit adequate time to accomplish project goals and activities. For this section of the
application, reviewers will consider the Narrative, Budget Forms, Budget Justification, and
Resumes.
4. Impact
Describe how the project will impact the institution. Include information such as
•
•
•
•
specific outcomes that will result from the project;
plans and methodology to measure the achievement of the project’s goals and
objectives;
How the project’s accomplishments, benefits, and changes will continue beyond the
grant period;
(for proposals that are designed to benefit multiple African American museums) how
the project results will be disseminated to benefit the African American museum
community.
Review Criteria: Identification of specific outcomes that will be used to evaluate the impact and
success of the project. 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.
33
Budget
The application requires three elements to describe the costs of a proposed project:
• Detailed Budget
• Summary Budget
• Budget Justification
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 can fill out the form for one year, save it, then fill it out again for the
remaining years. Applicants will notice that the columns total automatically.
The budget should include the project costs that will be charged to grant funds as well as those
that will be supported by the applicant or third-party in-kind contributions (cost sharing). In-kind
contributions include the value of services or equipment that is donated to the project free of
charge. Remember to include costs for evaluation, which, like many costs, may fall under any or
all of these categories. All of the items listed, whether supported by grant funds or cost-sharing
contributions, must be reasonably necessary to accomplish project objectives, allowable in
terms of the applicable federal cost principles, auditable, and incurred during the grant period.
Charges to the project for items such as salaries, fringe benefits, travel, and contractual
services must conform to the written policies and established practices of the applicant
organization. When indirect costs are charged to the project, care should be taken to ensure
that expenses included in the organization’s indirect cost pool (see “Indirect Costs” below) are
not charged to the project as direct costs.
“Method of Cost Computation” refers to a percentage of a person’s time devoted to the project,
number of days, quantity of items, and so on. This column must identify 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. Fringe benefits may be
claimed only on the portion of Salaries and Wages identified for this project.
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/year for travel to attend IMLS-designated
meetings. For partnership projects, include $4,000/year for such travel. The lowest
available commercial fares for coach or equivalent accommodations must be used, and
foreign travel must be undertaken on U.S. flag carriers when such services are available.
5. Supplies and Materials: In general, list the costs of material purchased specifically for
the proposed project. Permanent equipment is defined as nonexpendable personal
property having a useful life of more than one year and an acquisition cost of $5,000 or
more.
34
6. Services: List the costs of project activities to be undertaken by a third-party contractor,
including a partner, under this budget category as a single line item that shows the
amount that will be charged to IMLS grant funds and the cost sharing that will be
contributed by the third party. Attach a complete itemization of these costs to the IMLS
Budget Form. If there is more than one contractor, list the cost of each contract
separately on the IMLS Budget Form and include an attached itemization.
7. Student Support: Ignore this section. It does not apply to AAHC.
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 Detailed Budget Form and further explained in the Budget
Justification.
9. Total Direct Costs: Add up the subtotal amounts from the previous sections.
10. Indirect Costs: Indirect costs are project costs that an organization incurs that cannot
be easily assigned to an individual project. They are also called “overhead” or
“administrative costs.” Examples of indirect cost type items are charges for utilities,
insurance, use of office space and equipment owned by the applicant, local telephone
service, and the salaries of the management and administrative personnel of the
organization.
11. Total Project Costs: Complete the first line; ignore the second line, which is specific to
another IMLS grant program.
Use of Indirect Cost Rates
If an organization applying for an IMLS grant already has an existing negotiated indirect cost
rate in effect with another federal agency, this rate may be used to calculate total project costs,
as long as the rate is applied in accordance with the terms of the negotiated agreement, and a
copy of the negotiated agreement is included as supporting documentation with the IMLS
application. IMLS will not accept an indirect cost rate that is scheduled to expire before an
award is issued.
If an organization is in the process of negotiating an indirect cost rate with another federal
agency, the proposed indirect cost rate may be used to estimate total project costs, as long as
the proposed rate is applied in accordance with the terms of the proposed agreement, and a
copy of the indirect cost proposal is included as supporting documentation with the IMLS
application. In such situations, if a grant is awarded, IMLS will not pay any indirect costs until a
final indirect cost rate is negotiated with another agency, and a copy of the final agreement is
submitted to the IMLS Office of Grants Administration. It is possible that the amount of the IMLS
award will be reduced if the final negotiated rate is less than the rate that was used for budget
estimates in the application budget. However, the amount of the IMLS award will not be
increased if the final negotiated indirect cost rate is higher than the rate that was used for
budget estimates in the application budget.
Organizations that do not have a negotiated indirect cost rate in effect with any federal agency,
and do not wish to negotiate one, may use an indirect cost rate of up to 15 percent to calculate
total project costs. If an applicant chooses to use this rate, it must be careful to exclude from the
budget all indirect-cost type items (administrative) such as but not limited to general telephone,
35
postage, office supplies, and office space expenses. The 15 percent rate may not be applied
to more than the first $5,000 of distorting costs such as equipment purchases and contracts.
An organization with an existing negotiated agreement or an organization currently in the
process of negotiating a rate agreement with another federal agency must calculate total project
costs using an indirect cost rate appropriate to the type of proposed project activity. For
example, an organization may only calculate total project costs using an existing negotiated rate
for research activity if the activity proposed to IMLS is a research project. Once an indirect cost
rate is accepted by IMLS, this 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.
IMLS will pay indirect cost rates only on that portion of Total Direct Costs that the applicant is
requesting to be supported by IMLS funds. However, an applicant may also apply an
appropriate indirect cost rate to the Cost Share portion of a project’s Total Direct Costs, and use
this as part of the calculated cost sharing in the project budget.
The cost of student scholarships, fellowships, other stipends, and/or tuition may not be included
in the amount on which indirect costs are requested.
These instructions also apply to an organization that will function as a partner in undertaking
grant activities.
Summary Budget
The Summary Budget should clearly identify the amount requested from IMLS and the amount
provided as in-kind contributions by the applicant, by any partners, and from any other sources.
Budget Justification
The Budget Justification is a text document that explains 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. The text document may not exceed
two pages in length.
IMLS encourages applicants to contribute as cost share the salaries of permanent staff to be
employed on a project in proportion to the amount of time they will spend on the project. If IMLS
funding is requested for salaries of permanent staff, the proposal should explain why funds are
requested for this purpose and how the regular duties of these individuals will be performed
during the grant period. The Budget Justification should explain the role of any outside
consultants and third-party vendors to be employed on the project and how each was identified
and selected. Costs for third-party service providers should be documented by bids or otherwise
justified. The cost of project activities to be undertaken by a third-party contractor, or a partner,
should be listed under “Services” on the Detailed Budget as a single line item that shows the
amount that will be charged to IMLS grant funds and the cost sharing that will be provided by
the third party. A complete itemization of these costs should be included as part of the Budget
Justification. If there is more than one contractor, the cost of each contract must be listed
separately on the IMLS Budget Form and an itemization must be included as part of the Budget
Justification.
36
Explanation of Budget Surplus/Deficit
If an applicant indicates a budget surplus or deficit for the two previous fiscal years on the
Program Information Sheet, an explanation must be included. Do not exceed one page in
length..
Institutional Financial Statements
(Museum and service organization applicants only). Institutional financial statements are a
snapshot of the museum’s financial health that helps reviewers determine the financial
stability of the institution and gives an overall picture of the institution.
Include the museum’s financial statements for the past two complete fiscal years. If at the time
of application your fiscal year is complete, but not yet audited, please submit these unaudited
figures and label as such. If the museum is part of a larger organization (municipal government,
university, etc.), do not include financial statements for those parent organizations but only for
the museum.
Partnership Statement
If applicable, complete a Partnership Statement for each formal partner involved in the proposed
project. Applicants should save each Partnership Statement with a distinct file name that
includes the word “Partner” and a short form of the partner’s name—e.g., PartnerCornell.pdf or
PartnerNOMA.pdf. Then add each document to the Attachments form, following the sequence
in the Application Checklist. At the top of the Partnership Statement, enter the legal name of the
applicant organization. This information should match that provided on the SF-424s and the
Program Information Sheet.
1–5 (if applicable)
Provide all of the information requested for the partner organization. If the partner organization
does not have a D-U-N-S® Number, refer the partner to page 13 within these guidelines for
information and instructions on how to secure one. To obtain a full Zip+4 postal code, visit
www.usps.com/zip4.
6. Governing Control of Partner (if applicable)
Check one box to indicate the partner’s governing control.
7–9.
Provide the information requested for each of these items. The limits on the amount of text
allowed are given in the item statement on the form. The applicant must ensure that each
partner also provides a signed original version of the Partnership Statement to the applicant,
and that the applicant will make this form available to IMLS if requested by IMLS.
Schedule of Completion
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
37
Forms. 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 example below. Applicants may prepare theirs in a similar manner, but this format is not
required. Whatever format is selected, be sure to list each major project activity addressed in
the application narrative and the date each activity begins and ends. It is critical that the dates
on the Schedule of Completion correspond to the project dates on the Application for Federal
Domestic Assistance/Short Organizational Form (SF-424S; also known as the Face Sheet). If
the proposed activity is part of a larger project, make sure the IMLS-funded portion is clearly
identified.
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Specifications for Projects that Develop Digital Products
For a list of resources on digitization projects, see page 18. This list is intended to help
applicants learn more about digitization projects and is neither exhaustive nor an endorsement
of any particular resource. Some of the questions on this form may not apply to all projects, but
please answer all that are applicable.
Part I.
Complete the appropriate sections. Select Box A, B, or C, or any combination of these boxes,
depending on the original material and the digital products to be developed.
Box A. Converting Nondigital Material to Digital Format
1. Explain the type of original nondigital materials to be selected for digitization, such as text,
photographs, three-dimensional objects, archaeological artifacts, maps, motion pictures, video,
etc., and give the quantity of each type. (For audio, video, and motion picture materials, give the
total number of minutes or hours to be digitized.) Describe the original format of each type of
material to be digitized.
2. Identify all use or access restrictions covering the original material to be digitized. Check the
intellectual property condition and give the corresponding percentage of the original material
that will be digitized.
3. Describe the terms of access and use that will apply to the newly digitized material being
created by the project. Identify and explain any restrictions that will apply to the digitized
material, and specify what percentage, if any, of the total material will be subject to restrictions.
(Examples are copyright, no downloading, registration, etc.)
4. Explain what equipment and software will be used and include specifications that are relevant
to the work of the project (such as cameras with zoom capability, scanners, servers, motorized
object rigs, etc.). Equipment and software must be described whether the digitization is to be
done in-house or outsourced to a contractor or partner.
Box B. Repurposing Digital Content
1. Explain the original materials whose digital form will be repurposed, such as digital text
(e.g., oral history transcripts), photographs, video, audio, Web files, etc., and give the number of
each type. Describe the digital format and the amount of the material that will be repurposed.
2. Identify copyright and other potential restrictions with regard to the original digital material.
Check the intellectual property condition and give the corresponding percentage of the digital
material to be repurposed.
3. Describe the terms of access and use of the newly repurposed digital material. Identify
and explain any restrictions that will apply to the repurposed digitized material, and specify
what percentage, if any, of the total material will be subject to restrictions. (Examples are
copyright, no downloading, registration, etc.)
4. Explain what equipment and software will be used and include specifications that are
relevant to the work of the project. Equipment must be described whether the repurposing will
be done in-house or outsourced to a contractor or partner.
39
Box C. Creating New Digital Content
1. Explain the types of digital content that will be created, such as digital text (e.g., oral history
transcripts), photographs, video, audio, Web files, etc. and give the quantity of each type.
2. Describe plans to obtain releases/ permissions from project content creators (such as
filmmakers) and subjects (such as oral history interviewees).
3. Describe the disposition of ownership and use rights of the new product.
4. Explain what equipment and software will be used and include specifications that are relevant
to the work of the project (e.g., camera, audio recording equipment, video recording equipment,
encoding software, server). Equipment must be described whether the content will be created
in-house or outsourced to a contractor or partner.
Part II. Answer all questions.
5. Specify the file formats to be produced and the anticipated quality of each format (e.g.,
minimum resolution, depth, tone, pixel dimensions, file size, sampling rate). If watermarks or
other features will be used, explain. For other media, (for example, audio, video, or motion
pictures), provide appropriate specifications. Provide information for Master, Access, and
Thumbnail versions.
6. Describe the medium that will deliver the digital material (e.g., Internet
streaming or download, broadcast, DVD).
7. Describe the underlying software to manage and/or present the content (e.g., DSpace,
fedora™, CONTENTdm®).
8. Describe plans for ensuring the quality of the digital product.
9. Explain how descriptive and administrative metadata will be produced and used to describe
and manage the content. Include the standards that will be used for data structure, content
(e.g., thesauri), protocols, preservation and administrative information, and communication of
the content (e.g., MARC, EAD, Dublin Core®, PBCore, VRA Core Categories, or Categories for
the Description of Works of Art).
10. Describe plans for preserving and maintaining the digital material during and
after the grant period. The plan should cover storage systems and media to be used,
migration plans, maintenance responsibilities, and commitment of institutional funding
support.
11. If content will be provided on the Internet, indicate agreement to submit collection level
records for digital products to the IMLS Digital Collection and Content Registry. State reasons
for selecting alternative approaches.
12. Provide URL(s) for applicant’s previously digitized collections, if applicable. If the
proposed digital collection will differ substantially in look and feel from collections previously
digitized, explain what the difference will be.
40
List of Key Project Staff and Consultants and Resumes
1. Provide a one-page list of the key project staff and the consultants who will be directly
involved in the project.
2. Add resumes or curriculum vitae of no more than two pages each for all key personnel
(both staff and consultants). Resumes that exceed the two page limit will have the
remaining pages removed by IMLS staff. Add a page break at the end of the list of
personnel, and then add page breaks at the end of each of the resumes/vitae.
Note: If the key project personnel have not been selected by the application deadline date, then
submit position descriptions instead of resumes.
Letters of Commitment (if applicable)
Applicants must submit a letter of commitment for each project consultant named in the List of
Key Project Staff and Consultants. The letter should include confirmation that the consultant will
work on the project if funded, dates of service, scope of work, and fee structure. The information
in this letter must correspond to the information in the application narrative.
Proof of Nonprofit Status
If the applicant’s organization is a private, nonprofit organization (for those who elected “Private
Nonprofit” or “Other” on question 5d of the Face Sheet):
•
•
The applicant must submit a copy of the IRS letter indicating the organization’s eligibility
for nonprofit status under the applicable provisions of the Internal Revenue Code of
1954, as amended.
IMLS will not accept a letter of state sales tax exemption as proof of nonprofit status.
Federally Negotiated Indirect Cost Rate Agreement
If your institution has a federally negotiated indirect cost rate agreement that will be current at
the time of award, then the applicant may submit this document and claim the approved rate on
the IMLS budget forms. How this rate may be applied to the IMLS budget is determined by the
explanation on the rate form.
41
Supporting Documents for AAHC Applicants
Supporting documents should specifically relate to the justification for the project. 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, as well as institutional plans or other
materials as applicable to the proposed project. Where possible, within the application narrative,
applicants may provide Web links to relevant online materials.
Note: When attaching these documents give each one a specific title that clearly identifies what
type of document it is. All supporting documentation should include dates of creation and
authorship. Total number of attachments must not exceed 20 pages. IMLS will remove any
supplemental materials above the 20-page limit. They will not be sent to field reviewers as part
of the application, and cannot be returned.
42
IMLS ASSURANCES AND CERTIFICATION
43
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” form (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 must review the statement and provide the
certification in item 9 on the Application for Federal Domestic Assistance/Short Organizational
Form (SF-424s).
Assurances Statement
By signing the application form, the authorized representative, 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 CFR Chapter XI. 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.
Certifications Required of All Applicants
Financial, Administrative, and Legal Accountability
The authorized representative, 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, 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, on behalf of the applicant, certifies that the applicant will comply
with the provisions of applicable OMB Circulars.
Federal Debt Status
The authorized representative, 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.
Debarment and Suspension
The applicant shall comply with 2 CFR Part 3185. The authorized representative, on behalf of
the applicant, certifies to the best of his or her knowledge and belief that neither the applicant
nor any of its principals:
44
(a) are presently excluded or disqualified;
(b) have been convicted within the preceding three years of any of the offenses listed in 2
CFR § 180.800(a) or had a civil judgment rendered against it or them for one of those
offenses within that time period;
(c) are 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 2 CFR §
180.800(a); or
(d) have had one or more public transactions (federal, state, or local) terminated within the
preceding three years for cause or default.
Where the applicant is unable to certify to any of the statements in this certification, he or she
shall attach an explanation to this application.
The applicant, as a primary tier participant, is required to comply with 2 CFR Part 180 Subpart C
(Responsibilities of Participants Regarding Transactions Doing Business with Other Persons) as
a condition of participation in the award. The applicant is also required to communicate the
requirement to comply with 2 CFR Part 180 Subpart C (Responsibilities of Participants
Regarding Transactions Doing Business with Other Persons) to persons at the next lower tier
with whom the applicant enters into covered transactions.
Nondiscrimination
The authorized representative, on behalf of the applicant, certifies that the applicant will comply
with the following nondiscrimination statutes and their implementing regulations:
(a) Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. § 2000 et seq.), which
prohibits discrimination on the basis of race, color, or national origin;
(b) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 701 et seq.),
which prohibits discrimination on the basis of disability;
(c) Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681–83,
1685–86), which prohibits discrimination on the basis of sex in education programs; and
(d) the Age Discrimination in Employment Act of 1975, as amended (42 U.S.C. § 6101 et
seq.), which prohibits discrimination on the basis of age.
Drug-Free Workplace
The authorized representative, on behalf of the applicant, certifies, as a condition of the award,
that the applicant will or will continue to provide a drug-free workplace by complying with the
requirements in Subpart B of 45 C.F.R. Part 1186.
This includes: making a good faith effort, on a continuing basis, to maintain a drug-free
workplace; publishing a drug-free workplace statement; establishing a drug-free awareness
program for its employees; taking actions concerning employees who are convicted of violating
drug statutes in the workplace; and identifying (either with this application or upon award, or in
documents kept on file in the applicant’s office) all known workplaces under the award.
[Note: IMLS Drug-Free Workplace regulations will shortly be relocated from 45 CFR Part 1186
to 2 CFR.]
Certification Regarding Lobbying Activities (Applies to Applicants Requesting Funds in
Excess of $100,000)
The authorized representative certifies, to the best of his or her knowledge and belief, that:
45
(a) no federal appropriated funds have been paid or will be paid by or on behalf of the
authorized representative 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 shall request, complete, and submit Standard Form LLL,
“Disclosure of Lobbying Activities,” in accordance with its instructions; and
(c) the authorized representative shall require that the language of this certification be
included in the award documents for all subawards at all tiers (including subcontracts,
subgrants, and contracts under grants, loans, and cooperative agreements) and that all
subrecipients shall certify and disclose accordingly.
General Certification
The authorized representative, on behalf of the applicant, certifies that the applicant will comply
with all applicable requirements of all other federal laws, executive orders, regulations, and
policies governing the program. IMLS grant regulations may be found at 45 C.F.R. Chapter XI.
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.
Subcontracts
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 comply with the communication and
verification requirements set forth in the above Debarment and Suspension provisions.
Native American Human Remains and Associated Funerary Objects
The authorized representative, 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, 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.).
46
Environmental Protections
The authorized representative, 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 E.O. 11514;
(b) notification of violating facilities pursuant to E.O. 11738;
(c) protection of wetlands pursuant to E.O. 11990, as amended by E.O. 12608;
(d) evaluation of flood hazards in floodplains in accordance with 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, on behalf of the applicant, certifies that the project will comply
with the Wild and Scenic Rivers Act of 1968, as amended (16 U.S.C. § 1271 et seq.), related to
protecting components or potential components of the national wild and scenic rivers system.
The authorized representative, 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, 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, on behalf of the applicant, certifies that the project will comply
with the Laboratory Animal Welfare Act of 1966, as amended (7 U.S.C. § 2131 et seq.)
pertaining to the care, handling, and treatment of warm-blooded animals held for research,
teaching, or other activities supported by this award of assistance.
●●●
For further information on these certifications, contact IMLS, 1800 M Street, NW, 9th Floor,
Washington, DC 20036. Or call 202/653-IMLS (4657).
47
TEN TIPS TO WORK SUCCESSFULLY WITH GRANTS.GOV
1. Register early! Go to www.grants.gov/applicants/get_registered.jsp. This process may
take up to two weeks to complete, and may take longer if your organization does not
have a D-U-N-S® Number. You must have a D-U-N-S® Number to register with Grants.gov. If
you registered last year, please note that you must renew each year. Go to
www.ccr.gov/Renew.aspx.
2. You may wish to designate more than one Authorized Organization Representative
(AOR) for your organization when you register. This will help to avoid last minute crises
in the event that a single AOR is unavailable when you are ready to submit your
application. This person might not be the same person that you list as the Authorized
Representative for IMLS.
3. Log onto Grants.gov and start working on your grant application NOW. Do not wait
until the last week before the application deadline to begin the submission process,
particularly if you are not familiar with Grants.gov. It may take up to 48 hours to receive
notification that your application has been both received and validated after submission.
Give yourself enough time to make corrections, if necessary, and resubmit before the
grant deadline.
4. Download the most recent version of Adobe® Acrobat® Reader® onto your computer for best
results. Currently, Grants.gov only supports versions 8.1.1 and later. If you are working
with a “track changes” tool while writing your application, be sure to accept all changes
and save the document before submission to Grants.gov.
5. All documents must be submitted in PDF format. Follow the instructions in the IMLS
Grant Guidelines to convert your MS Office® documents like Word® and Excel® to PDF:
www.imls.gov/pdf/PDFConversion.pdf. Start practicing the conversion of Word®, Excel®
and other types of documents into the PDF format. If you are new to this process, you
may need time to learn how to do this smoothly and avoid frustration as the deadline
nears.
6. Avoid scanning your documents when possible—this creates a very large file that makes
your application more cumbersome to manage, and the large files may not be processed
properly. Whenever possible, use the “conversion to PDF” instructions noted above.
7. The following Web browsers are compatible with Grants.gov: Mozilla® Firefox® and Internet
Explorer® browsers on Windows systems; Mozilla® Firefox® and Safari® on Macintosh
systems.
8. Do not email, fax, or mail applications or any part of an application to IMLS. We will
only accept application documents that are submitted and successfully validated by
Grants.gov.
9. The IMLS Grant Program Guidelines contain extensive instructions and hints to help you
with this entire process. Please make time to read through these materials as well as the
information provided at www.grants.gov. You will be more likely to receive the
assistance you need, if you begin by taking the time to familiarize yourself with the basic
48
instructions and guidance provided through these sources.
10. Contact Grants.gov help (www.grants.gov/help/help.jsp or 1-800-518-4726) during its hours
of operation for assistance with the following:
•
•
•
Hardware and software issues
Registration issues
Technical problems with attachments
Contact IMLS Senior Program Officer Christopher Reich at [email protected] or (202) 653-4685
or Program Specialist Twinet Kimbrough at [email protected] or (202) 653-4703 for
assistance with the following:
•
•
•
Guidelines
Eligibility questions
Content, budget, timeline (schedule of completion) questions
NOTE: IMLS Program staff assistance is not available on Federal holidays or weekends.
49
1800 M Street, NW, 9th Floor
Washington, DC 20036-5802
Official Business
Penalty for Private Use, $300
Dated Material
OPEN IMMEDIATELY
2007
Conservation
Project Support
Grant Program Guidelines
and Application Forms
CFDA No. 45.303
Application Deadline: October 1, 2006
Online application available through Grants.gov
(see www.imls.gov/grantsgov for more information)
| File Type | application/pdf |
| File Title | FOR MORE INFORMATION, CALL OR WRITE: |
| File Modified | 2009-10-15 |
| File Created | 2009-10-15 |