American Heritage Preservation Grant

1800 M Street, NW, 9th Floor
Washington, DC 20036-5802
Official Business
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Dated Material
OPEN IMMEDIATELY

2010
American Heritage
Preservation Grants
Grant Program Guidelines
CFDA No. 45.303
A special initiative of the
Conservation Project Support
Program in partnership between
IMLS and Bank of America

Application Deadline: September 15, 2009
Applicants must apply through Grants.gov
(see www.imls.gov/grantsgov for more information).

FOR MORE INFORMATION, CALL OR WRITE:
American Heritage Preservation
Grants Staff

E-mail: [email protected]
Office of Museum Services
General phone: 202/653-4789
Office of Library Services
General phone: 202/653-4700

Christine Henry, Senior Program Officer
Phone: 202/653-4674
E-mail: [email protected]

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

Kevin Cherry, Senior Program Officer
Phone: 202/653-4662
E-mail: [email protected]

Mark Feitl, Program Specialist
Phone: 202/653-4635
TTY (for hearing-impaired persons): Call 202/653-4614.

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
comment regarding this burden estimate or any other aspect of this collection of information,
including suggestion for reducing this burden, to the Institute of Museum and Library Services,
Chief Information Officer, 1800 M Street, NW, 9th 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
We are pleased to present the 2009 guidelines for the American Heritage Preservation
Program, a public-private partnership between the Institute of Museum and Library Services and
the Bank of America Charitable Foundation. This program is designed to fund the preservation
of endangered and fragile collections of art, rare books, scientific specimens, and historical
documents (photographs, maps, deeds, etc.) held in the nation’s small- and medium-sized
museums, archives, and libraries.
This important partnership builds on the Institute of Museum and Library Services’ Connecting
to Collections: A Call to Action, a multi-year, multi-faceted initiative created to raise public
awareness of, and inspire action for, the care of America’s collections. The initiative implements
the recommendations of an IMLS-supported study, A Public Trust at Risk: The Heritage Health
Index Report on the State of America’s Collections, which found that nearly 190 million objects
in U.S. collections are in immediate need of restoration or conservation.
These grants are intended to assist your institutions with activities that ensure the safekeeping
and care of our nation’s precious artifacts, and help you to share the impact of these activities
with your community. It is through the preservation and care of our collective heritage that
America’s communities stay vital.
We encourage you to take this opportunity to apply for the second year of the American
Heritage Preservation Grants.
Sincerely,

Anne-Imelda M. Radice, PhD
Director
Rena DeSisto
Bank of America

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TABLE OF CONTENTS
General Information
About the Institute of Museum and Library Services .............................................................. 6 
Connecting to Collections: A Call to Action............................................................................. 7 
About American Heritage Preservation Grants ....................................................................... 8 
Institutional Eligibility................................................................................................................. 9 
Data Universal Numbering System (DUNS), Taxpayer Identification Number (TIN),
and Employer Identification Number (EIN) ............................................................................. 12 
Award Information .................................................................................................................... 13 
Cost sharing ............................................................................................................................................ 13 
Project Start Date .................................................................................................................................... 13 
Use of Funds ........................................................................................................................................... 13 
Payment, Accounting, Management, and Reporting Procedures ........................................................... 13 
Announcement of Awards ....................................................................................................................... 14 

Application Review Process .................................................................................................... 15 
Preparing and Submitting an Application
Grants.Gov information and instructions ............................................................................... 17 
Find Grant Opportunities ......................................................................................................................... 17 
Get Registered ........................................................................................................................................ 17 
Apply for Grants ...................................................................................................................................... 18 
Grants.gov Help ...................................................................................................................................... 19 

Preparing an application .......................................................................................................... 20 
Application Components ......................................................................................................................... 20 
Attachments: naming the files and their sequence ................................................................................. 21 
SF-424s ................................................................................................................................................... 22 
Program Information Sheet ..................................................................................................................... 24 
Narrative .................................................................................................................................................. 25 
Budget ..................................................................................................................................................... 26 
Detailed Budget ................................................................................................................................... 26 
Summary Budget ................................................................................................................................ 27 
Budget Justification ............................................................................................................................. 27 
Schedule of Completion .......................................................................................................................... 27 
Project Staff and Resumes ..................................................................................................................... 27 
Organizational Profile .............................................................................................................................. 28 
Proof of Nonprofit Status ......................................................................................................................... 28 
Supporting Photographic Documentation (Optional) .............................................................................. 28 
Sample Schedule of Completion ............................................................................................................. 29 

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IMLS Assurances and Certification
Assurances Statement ............................................................................................................................ 31 
Certifications Required of All Applicants ................................................................................................. 31 
Certifications Required of Some Applicants............................................................................................ 33 

Ten Tips to Work Successfully with Grants.gov .................................................................... 35 

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SECTION 1:
GENERAL INFORMATION

5

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.

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CONNECTING TO COLLECTIONS: A CALL TO ACTION
The Institute of Museum and Library Services has an extensive track record in supporting
projects in conservation/preservation in the nation’s collecting institutions and is dedicated to
increasing support in this crucial area. In 2006 the Institute launched Connecting to Collections:
A Call to Action in response to the sobering statistics of the landmark 2005 Heritage Health
Index report (HHI), supported by the IMLS and major private foundations. This comprehensive
survey of the condition and preservation needs of the collections housed in the public trust in
museums, libraries, and archives articulates the need to raise awareness nationwide about
collections care. Connecting to Collections: A Call to Action was designed to assist small and
mid-sized collecting institutions – those with comparatively few resources – in caring for their
valuable collections.
This initiative comprises many components, in addition to the American Heritage Preservation
Grants:
• Connecting to Collections: The National Summit, held in Washington, DC, in June 2007;
• The IMLS Connecting to Collections Bookshelf, a compendium of core texts on
collections care being distributed to over 3,000 small and mid-sized museums and
libraries;
• Connecting to Collections: The National Tour, a series of four forums in cities across the
country, each examining a different issue in the care of collections;
• Connecting to Collections: Statewide Planning Grants, to be awarded to every state,
commonwealth, and territory over the course of three years for the purpose of creating
plans to address the recommendations of the Heritage Health Index report. A limited
number of implementation grants will also be awarded;
• A major website, containing webcasts of each of the four forums, the User’s Guide for
the Bookshelf, A Guide to Online Resources on collections care, and many other
resources (www.imls.gov/collections);
• The Connecting to Collections Video, produced to underscore the importance of
collections and to inspire communities to take action to save them for future generations;
and
• A revised, updated version of Capitalize on Collections Care (available from Heritage
Preservation), containing case studies of small and mid-sized collecting institutions.
All of these activities are designed to shine a spotlight on collections care and to give museums,
libraries, and archives the information and tools they need to provide optimal care for their
collections.

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ABOUT AMERICAN HERITAGE PRESERVATION GRANTS
The purpose of the American Heritage Preservation Grants program is to raise awareness and
fund preservation of treasures held in small and mid-sized museums, libraries and archives that
convey the essential character and experience of the United States. These artifacts can be of
diverse origin, but should have significance in the heritage of the community in which they are
now held.
Priority will be given to smaller institutions, but all libraries, archives, and museums that meet
IMLS institutional eligibility criteria are eligible to apply. Grants will provide funds to preserve
specific items, including works of art, rare books, scientific specimens and historical documents
(photographs, maps, deeds, etc.) that are in need of conservation. These funds are not intended
to fund a small portion of a larger project, but are aimed at completing a stand-alone
conservation project. Applicants will build on completed conservation assessments of their
collections, to ensure that the American Heritage Preservation Grants go towards projects that
represent best practices in the field and underscore the importance of assessment planning
(Conservation Assessment Program (CAP) www.heritagepreservation.org/CAP/about.html
grants, NEH Preservation Assistance grants (PAG) www.neh.gov/grants/guidelines/pag.html,
state grant programs, or other internal or external strategic assessments). All eligible institutions
may apply for projects in the following areas:
•
•
•

Treatment of library, museum and archival collections
Improvement of collections storage
Environmental improvement of collections

8

INSTITUTIONAL ELIGIBILITY
Museum Eligibility
All types of museums are eligible to apply. Eligible museums include aquariums, arboretums
and botanical gardens, art museums, youth museums, general museums, historic houses and
sites, history museums, nature centers, natural history and anthropology museums,
planetariums, science and technology centers, specialized museums and zoological parks.
Federally operated and for-profit museums may not apply for IMLS funds. An eligible applicant
must be:

•
•

•

either a unit of state or local government or a private not-for-profit organization that has
tax-exempt status under the Internal Revenue Code;
located in one of the 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
a museum 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.
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

9

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.
Library and Archive Eligibility
An eligible applicant must be:
•
•

•

either a unit of state or local government or private nonprofit organization that has taxexempt status under the Internal Revenue Code;
located in one of the fifty states of the United States, 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
one of the six types of organizations listed below:
1. A library or a parent organization, such as a school district, a municipality, a
state agency, or an academic institution, that is responsible for the
administration of a library. Eligible libraries include public libraries, elementary
and secondary school libraries, college and university libraries, research
libraries and archives that are not an integral part of an institution of higher
education and that make publicly available library services and materials that
are suitable for scholarly research and not otherwise available, and private or
special libraries that have been deemed eligible to participate in this program
by the state in which the library is located.
2. An academic or administrative unit, such as a graduate school of library and
information science, which is a part of an institution of higher education
through which it would make application.
3. A digital library, if it makes library materials publicly available and provides
library services, including selection, organization, description, reference, and
preservation under the supervision of at least one permanent professional staff
librarian.
4. A library agency that is an official agency of a state or other unit of government
and is charged by the law governing it with the extension and development of
public library services within its jurisdiction.
5. A library consortium that is a local, statewide, regional, interstate, or
international cooperative association of library entities that provides for the
systematic and effective coordination of the resources of eligible libraries, as
defined above, and information centers that work to improve the services
delivered to the clientele of these libraries.
6. A library association that exists on a permanent basis, serves libraries or
library professionals on a national, regional, state, or local level, and engages
in activities designed to advance the well-being of libraries and the library
profession.

10

EXAMPLES OF FUNDABLE PROJECTS
The American Heritage Preservation Grants assist museums, libraries and archives with the
preservation of specific items, including works of art, rare books, scientific specimens and
historical documents (photographs, maps, deeds, etc.) that are in need of conservation and
convey the essential character and experience of the United States. These artifacts can be of
diverse origin, but are a significant part of the heritage of the community in which they are now
held. Funds are intended for the preservation and conservation of the original object and
material. Projects that are solely intended to digitize collections are not eligible in this program.
Examples of fundable projects are provided to assist institutions in understanding how the funds
can be used and to indicate a reasonable scope of the project, but are not an exhaustive list of
possible projects. If applicants have any questions about the eligibility of project activities for
museums, please contact Christine Henry, Senior Program Officer, at 202-653-4674 to discuss
your questions. For questions about eligibility of project activities for libraries or archives, please
contact Kevin Cherry, Senior Program Officer, at 202-653-4662 to discuss your questions.
All eligible institutions may apply for project activities in the three areas outlined below:
Treatment of Library, Museum, or Archival Collections
Examples:
• Conservation of the paint and wood for several 18th-century business signs held by a
local historical society
• Treatment and stabilization of an early 19th-century quilt held in the special collection of
the local library
• Stabilization and treatment of a collection of 19th-century deeds, prints or maps from the
original town settlers held in the town archives
Improvement of Collections Storage
Examples:
• Creation of proper mounts for a collection of locally important clothing held in a historic
house museum
• Remounting and rehousing of locally gathered insect specimens in a nature center
collection
• Purchase of acid-free folders and boxes, and rehousing of the class photo collection of
the local college archives from the early 20th century
Environmental Improvement of Collections
Examples:
• Reframing of several photographs from the library special collections on acid-free
backings
• Purchase of a hygrothermograph to monitor the temperature and humidity in the storage
area of the archives, manuscript, or rare book collections
• Remounting a rare book for display in a local historical society

11

DATA UNIVERSAL NUMBERING SYSTEM (DUNS), TAXPAYER
IDENTIFICATION NUMBER (TIN), AND EMPLOYER
IDENTIFICATION NUMBER (EIN)
To improve the statistical reporting of federal grants and cooperative agreements, the Office of
Management and Budget (OMB) has directed all federal agencies to require all applicants for
federal grants to provide a Dun and Bradstreet Data Universal Numbering System (DUNS)
number when applying for federal grants or cooperative agreements on or after October 1,
2003.
Organizations should verify that they have a DUNS number or take steps to obtain one.
Organizations can receive a DUNS number at no cost by calling the dedicated toll-free DUNS
number request line at 1-866-705-5711 or by visiting www.dnb.com/us. Individuals who would
personally receive a grant or cooperative agreement award from the federal government apart
from any business or nonprofit organization they may operate are exempt from this requirement.
The Taxpayer Identification Number (TIN) is an identification number used by the Internal
Revenue Service (IRS) in the administration of tax laws. It is issued either by the Social Security
Administration (SSA) or by the IRS. A Social Security number is issued by the SSA, whereas all
other TINs are issued by the IRS. An Employer Identification Number (EIN), also known as a
federal tax identification number, is a nine-digit number that the IRS assigns to business
entities. The IRS uses this number to identify taxpayers that are required to file various business
tax returns.
If an organization does not have DUNS and TIN numbers, its application will be rejected.

12

AWARD INFORMATION
These awards are for up to $3,000. Generally, project activities supported by the grants may be
carried out for up to one year.

Cost sharing
There is no match requirement for American Heritage Preservation Grants.

Project Start Date
Projects may begin no earlier than March 1, 2010 and no later than June 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, but are not limited to, such items as
• Treatment materials and supplies legally owned by the applicant
• Collections storage materials such as acid-free boxes and folders, mylar sleeves
• Project personnel, contract, or in-house staff time necessary for the proper and efficient
execution of the project
• Project consultants and their travel
• Repair and stabilization activities that are directly related to the project
• Micro-environments for an object, specimen, or room (e.g., storage)
• Basic environmental monitoring equipment and conservation supplies
• Educational materials
All proposed expenses must be justified in the application budget.
Grant funds may not be used for
• Acquisition of collections
• Contributions to endowments
• Social activities, ceremonies, or entertainment
• Construction or major building improvements such as window replacement
• Replacement or renovation of historic sites and landscapes
• Pre-grant costs

Payment, Accounting, Management, and Reporting Procedures
A federal accounting office handles the payment of American Heritage Preservation Grants.
Payments will be made electronically after recipients return the SF-3881, Automated Clearing
House (ACH) Payment Enrollment Form, and SF-270, Request for Advance or Reimbursement.
The ACH form and SF-270 may be submitted as early as two weeks prior to the start of the
grant period, but no later than 90 days after the close of the grant period.
IMLS requires grant recipients to maintain a restricted account for funds received during the
grant period. Recipients do not need to maintain a separate bank account for IMLS funds;
however, they must establish and maintain a separate accounting category within an internal
accounting system to show that IMLS funds have been used for eligible grant costs only. This

13

restricted accounting record must be adequate to satisfy normal auditing procedures. Grants are
subject to the provisions of Office of Management and Budget audit requirements.
A grantee that does not submit the final report by the due date will jeopardize its eligibility to
receive future IMLS grants. Any funds that have not been obligated within the grant period and
expended within 90 days after the close of the grant period must be returned to IMLS. A final
performance report must be submitted no later than 90 days after the close of the grant period.

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 and Bank of America will notify
applicants of final decisions in late February, 2010, with projects to begin no earlier than March
1, 2010.

14

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 will be rejected
without evaluation (see “Institutional Eligibility”, p. 9-10), and notified by IMLS. Museum applicants
are encouraged to call IMLS Senior Program Officer Christine Henry prior to submission of their
proposals to discuss their application. Library and archival applicants are encouraged to call
Senior Program Officer Kevin Cherry to discuss their application
All eligible and complete applications for American Heritage Preservation grants will be
evaluated by field reviewers. Reviewers will have professional experience in or relating to
conservation/preservation and collections care and management. The IMLS Director will make
the final funding decisions on the basis of the field reviewer evaluations and the appropriateness
of the projects to the goals of the American Heritage Preservation grant program, the Collecting
to Collections initiative and the overall goals of IMLS.

15

PREPARING AND SUBMITTING
AN APPLICATION

16

GRANTS.GOV INFORMATION AND INSTRUCTIONS
Organizations that are applying under the September 15, 2009, deadline for the American
Heritage Preservation grant 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 September 15, 2009.
Applications must be submitted by an authorized representative of the eligible entity.
While the deadline is September 15, 2009, IMLS recommends strongly that applicants
REGISTER EARLY and COMPLETE AND SUBMIT THEIR APPLICATION EARLY. All
applicants who are using Grants.gov must register with Grants.gov before submitting their
application. The multistep registration process generally cannot be completed in a single day.
Applicants who are not already registered should allow at least two weeks to complete this onetime 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 DUNS 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

17

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
American Heritage Preservation Grants package:
CFDA No: 45.303
Funding Opportunity Number: CPS-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”), 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. on September 15,
2009, 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 not to 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

18

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 Reader Viewer FAQs

•

How to convert documents to PDF: www.imls.gov/pdf/PDFConversion.pdf

•

Download Adobe software: Step 3 in www.grants.gov/applicants/apply_for_grants.jsp

•

Glossary: www.grants.gov/help/glossary.jsp

•

DUNS Help: http://fedgov.dnb.com/webform

•

DUNS 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.

For For
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19

PREPARING AN APPLICATION
Application Components
An application requesting funding from the American Heritage Preservation grant program
should include the following materials:
1. Face sheet: the Application for Federal Domestic Assistance/Short Organizational
Form (SF-424S)
2. Program Information Sheet
3. Narrative Project Description (answers to questions on page 25; not to exceed 4
pages)
4. Detailed Budget: a three-page form available as a fill-in PDF form in the Grants.gov
Zip file or on the IMLS website
5. Summary Budget
6. Budget Justification, a narrative of up to one page to describe expenses as listed in
the budget forms.
7. Schedule of completion
8. List of key project staff and consultants and brief, maximum of two pages, résumés
for project director and consultants
9. Organizational profile
10. Proof of nonprofit status (if applicable)
11. Photographic documentation (optional)

20

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.
Append all of the documents to the Attachments Form in the prescribed sequence. If you have
more attachments than will fit on one Attachments Form, please use the Optional Attachments
Form for the remaining ones, following the same naming convention.
The Face Sheet (SF 424S), the first component, is a Grants.gov form that will automatically be
saved as PDFs. The table below is for all of the other application components that are
appended to the Attachment form.
Document

File name to use

Attach in this order

Program Information Sheet

Programinfo.pdf

2

Narrative project description

Narrative.pdf

3

Detailed budget form

Detailedbudget.pdf

4

Summary budget form

Summarybudget.pdf

5

Budget justification

Budgetjustification.pdf

6

Schedule of completion

Scheduleofcompletion.pdf

7

Project staff and resumes

Projectstaff.pdf

8

Organizational profile

Organizationalprofile.pdf

9

Proof of nonprofit status

Proofofnonprofit.pdf

10

Photos of project (optional)

photosofcollection.pdf

11

21

SF-424s
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 page 9 (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 American Heritage Preservation Grants:
• Individuals
• Public/Indian Housing Authority
• For-profit organization
• Small business
• Nondomestic (non-U.S.) entity
e. EIN/TIN: Enter the nine-digit number assigned by the IRS; do not use a Social Security
number.
f. Organizational DUNS: All organizational applicants for federal funds must have a DUNS
number. When 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.”
If an institution does not have a congressional district (e.g., it is located in a U.S. territory that
does not have districts), enter 00-000. To determine an institution’s district, visit the House of
Representatives Web site at www.house.gov and use the “Find Your Representative” tool.
6. Project Information
a. Project Title: Provide a brief descriptive title.

22

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. American Heritage Preservation grant projects must begin between March
1, 2010and June 1, 2010. Start dates must be the first day of a month and end dates must be
the last day of a month. The grant period is not to exceed 12 months from the start date.
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,
page 30). 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.

23

Program Information Sheet
1. Applicant Information
a. Legal Name: Enter the legal name of the applicant.
b. and c. Organizational Unit and Address:
If the eligible entity cannot apply for grants on its own behalf, then enter the name and address
of the entity in these spaces. For example, if a museum that is part of a parent organization,
such as a university, is applying, 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 at Legal Name.
e. Type of Institution: Select the one that most accurately describes the applicant.
2. Grant Program or Grant Program Category
Select the category “K. American Heritage Preservation Grants.”
3. Request Information
a. IMLS Funds Requested: Enter the amount sought from IMLS.
b. Cost Share Amount: Applicants are not required to provide cost sharing. See “Award
Information” on page 13 for further information.
4. Museum Profile (Museum Applicants only)
Museum applicants must answer all questions in this section.
5–7. Do not complete.
8. Collection and Material Information
Please check only the most important materials in the object/collection.

24

Narrative
Answers to these questions should not exceed a total of four pages.
1. Statement of need:
• What kind of assessment has the institution undertaken (Conservation
Assessment Program survey (CAP), NEH Preservation Assistance Grants
(PAG), state supported surveys, or other internal or external assessments)?
• Please describe current collections care activities.
Reviewer criteria: Evidence that the project will address the needs identified in an assessment.
Evidence that the institution is practicing good, responsible collections care.
2. Project Design:
• Describe the object(s), book(s), historic document(s), or specimen(s) that is the
focus of the project and explain its significance to the institution and the
community.
• Describe the conservation activities in the project (treatment, storage
improvement, or environmental improvements).
Reviewer criteria: Evidence that the project proposes an efficient, effective, and reasonable
approach to accomplish clear goals and objectives. Evidence that the methodology and design
are appropriate to the scope of the project.
3. Project Resources: Time, Personnel and Budget
• How much time will be allocated to the project?
• Who are the key staff and consultants involved in the project, their qualifications
and experience with this type of conservation procedure?
• How are resources, monetary or in-kind, adequate to complete the project?
Reviewer criteria: Evidence that the staff and consultants are appropriate for the project.
Evidence that the time line is reasonable to accomplish the goals of the project. Evidence that
sufficient funds have been allocated to accomplish the project.
4. Impact
• What impact will this conservation or rehousing project have on how the
institution cares for its collection?
• What impact will this project have on the community that your institution serves?
Reviewer criteria: Evidence that the collection will be better cared for after this project. Evidence
that results of the project will be shared with the community.

25

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. The Budget Form should begin
on the project start date and end 12 months later. Applicants using the PDF form 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” can refer to a percentage of a person’s time devoted to the
project, a number of days, a quantity of items, and so on. This column should clarify how the
applicant arrived at the costs indicated.
1. Salaries and Wages: Indicate both temporary and permanent staff by noting “temp” or
“perm” in parentheses after each staff member listed.
2. Fringe Benefits: Fringe benefits may include contributions for Social Security,
employee insurance, pension plans, and so on. Only those benefits not included in an
organization’s indirect cost pool may be shown as direct costs.
3. Consultant Fees: List any consultants hired for this project. Identify the costs for each
consultant’s services by the daily fees charged.
4. Travel: The lowest available commercial fares for coach or equivalent accommodations
must be used, and foreign travel must be undertaken on U.S. flag carriers when such
services are available.
5. Supplies and Materials: In general, list the costs of material purchased specifically for
the proposed project.
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

26

7. Student Support: Ignore this section. It does not apply to American Heritage
Preservation Grants.
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: not applicable for this grant
11. Total Project Costs: Complete the first line; ignore the second line, which is specific to
another IMLS grant program.
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. This document may only be a
paragraph or two, but will provide an additional explanation necessary to assist reviewers in
understanding the project budget.

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 SF-424 and Budget
pages. One way to plot this information is in a graph or chart that lists project activities and the
corresponding months when these activities will take place during the project. This document
may be created as a narrative or spreadsheet, and should be no longer than one page per year.
See page 29 for an example.

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

27

2. Add resumes or curriculum vitae of no more than two pages each for the Project Director
and any consultants. Resumes that exceed the two page limit will have the remaining
pages removed by IMLS staff.
Note: If the key project personnel have not been selected by the application deadline date, then
submit position descriptions instead of resumes.

Organizational Profile
The Organizational Profile should include the following information, and be one page or less in
length:
•

•
•

Statement of Purpose or mission statement should note the source, approving body, and
date of the official document in which it appears. You 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 institution’s purpose or mission.
Institutional annual operating budget for the past year
Brief history of the institution

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):
•
•

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.

Supporting Photographic Documentation (Optional)
Visual documentation of the collection object(s) to be conserved or rehoused is optional, but
encouraged in order to show current state of collections.

28

Sample Schedule of Completion
This is a sample format for a Schedule of Completion (see p. 27). 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.

Mar 

Apr 

May 

June 

Activity 1 

Activity 2 

Activity 3 

Activity 4 

Activity 5 

Activity 6 

July 

Aug 

Nov 

Dec 

29

Sept 

Oct 

Jan 

IMLS ASSURANCES AND
CERTIFICATION

30

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:
(a) are presently excluded or disqualified;

31

(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:

32

(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.).

33

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).

34

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 DUNS number. You must have a DUNS 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 7.0.9 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. Use Internet Explorer for your browser when submitting the application to Grants.gov.
Mozilla Firefox is not currently compatible with this process.
8. Do not email, fax, or mail applications or any part of an application to IMLS. We can 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
instructions and guidance provided through these sources.

35

10. Contact Grants.gov help (www.grants.gov/help/help.jsp or 1-800-518-4726) for
assistance with the following:
Hardware and software issues
Registration issues
Technical problems with attachments
Contact your IMLS Senior Program Officer (Christine Henry: [email protected] or (202)
653-4674) or Senior Program Officer, Kevin Cherry: [email protected] or (202) 6534662, Program Specialist (Mark Feitl: [email protected] or (202) 653-4635) for assistance
with the following:
Guidelines
Eligibility questions
Content, budget, timeline (schedule of completion) questions
NOTE: Grants.gov help and IMLS Program staff assistance are not available on
weekends.
Remember that this is a new process for everyone and you are not alone. We hope
these hints help you to avoid unexpected frustration and disappointment. Many
applicants have found this to be a smooth process when the instructions are followed
carefully.

36

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)