Laura Bush 21st Century Librarian Program

L21_2010.pdf

General Clearance Grant Application and Post-Award Processes

Laura Bush 21st Century Librarian Program

OMB: 3137-0029

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2010
Laura Bush 21st
Century Librarian
Program
Grant Program Guidelines
CFDA No. 45.313

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

FOR MORE INFORMATION, CALL OR WRITE:
Laura Bush 21st Century Librarian Program Staff
Kevin Cherry, Senior Program Officer
Phone: 202/653-4662
E-mail: [email protected]
Charles (Chuck) Thomas, Senior Program
Officer
Phone: 202/653-4663
E-mail: [email protected]

Office of Library Services
General phone: 202/653-4700
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

Karmen Bisher, Program Specialist
Phone: 202/653-4664
E-mail: [email protected]
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, 3 hours per response for the Detailed Budget and Summary Budget, and 10 minutes per response
for the Partnership Statement, 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.

DEAR COLLEAGUES
I am pleased to share with you the FY 2010 Laura Bush 21st Century Librarian Program
guidelines. As one of the largest library programs administered by the Institute of Museum and
Library Services, the Laura Bush 21st Century Librarian Program has contributed to a critical
component of the nation’s information infrastructure—skilled professionals dedicated to meeting
their local institutions’ and communities’ information needs.
In 2003, First Lady Laura Bush called on the Institute of Museum and Library Services to help
recruit “a new generation of librarians” to replace those who were retiring and to ensure that the
future library workforce would have the skills to meet the nation’s new information needs. Since
then, IMLS has awarded more than $130 million in grants to fund the education of 3,543
master’s degree students, 192 doctoral students, 1,496 preprofessional students, and 26,482
continuing education students. The program has also funded studies of library and archives
workforce trends; the development of library and information science graduate curricula;
research by new, untenured LIS faculty at a critical point in their careers; and the continuing
professional development of librarians and library workers. Program funds have promoted the
deployment of distance education, provided graduate education to library staff working in the
nation’s most rural and inner city neighborhoods, and increased the number of certified school
library media specialists.
We are proud of the Laura Bush 21st Century Librarian Program’s contributions to the library
profession and to library users throughout the country. This program has spurred new
innovation in library education and library service while upholding traditional values of ethics and
service. We look forward to continued advances through the grants to be awarded this year.
Sincerely,

Anne-Imelda M. Radice, PhD
Director

TABLE OF CONTENTS
General Information
About the Institute of Museum and Library Services .............................................................. 6
About the Laura Bush 21st Century Librarian Program.......................................................... 7
Institutional Eligibility................................................................................................................. 8
Special Conditions of Eligibility for Institutions of Higher Education ................................... 9
Partnerships .............................................................................................................................. 10
Categories of Funding .............................................................................................................. 11
1. Doctoral Programs .............................................................................................................................. 11
2. Master’s Programs .............................................................................................................................. 11
3. Research ............................................................................................................................................. 11
4. Preprofessional Programs................................................................................................................... 12
5. Programs to Build Institutional Capacity ............................................................................................. 12
6. Continuing Education .......................................................................................................................... 12
Determining the Appropriate Funding Program ...................................................................................... 12

Application Tips ........................................................................................................................ 14
Data Universal Numbering System (D-U-N-S) Number, Taxpayer Identification Number
(TIN), and Employer Identification Number (EIN) ................................................................... 15
Award Information .................................................................................................................... 16
Duration of a Grant.................................................................................................................................. 16
Project Start Date .................................................................................................................................... 16
Amount of Grant ...................................................................................................................................... 16
Cost Sharing............................................................................................................................................ 16
Restrictions on Indirect Cost Rates ......................................................................................................... 17
Service Expectations/Recruitment .......................................................................................................... 17
Student Placement .................................................................................................................................. 17
Use of Funds ........................................................................................................................................... 17
Project Evaluation ................................................................................................................................... 17
Copyright/Work Products ........................................................................................................................ 18
Announcement of Award ......................................................................................................................... 18
Payment, Accounting, Management, and Reporting Procedures ........................................................... 18

Application Review Process .................................................................................................... 19
Preparing and Submitting an Application
Grants.gov Information and Instructions ............................................................................... 21
Find Grant Opportunities ......................................................................................................................... 21
Get Registered ........................................................................................................................................ 21
Apply for Grants ...................................................................................................................................... 21

Grants.gov Help ...................................................................................................................................... 22

Preparing an Application ......................................................................................................... 24
Application Components ......................................................................................................................... 24
Attachments: Naming the Files and Their Sequence ............................................................................. 25
SF-424s (Face Sheet) ............................................................................................................................. 26
Abstract ................................................................................................................................................... 27
Program Information Sheet ..................................................................................................................... 28
Narrative .................................................................................................................................................. 28
Evaluation Criteria ................................................................................................................................... 29
Budget ..................................................................................................................................................... 31
Detailed Budget ................................................................................................................................... 31
Summary Budget ................................................................................................................................ 34
Budget Justification ............................................................................................................................. 34
Schedule of Completion .......................................................................................................................... 34
Partnership Statement ............................................................................................................................ 36
Organizational Profile .............................................................................................................................. 36
Service Expectations/Recruitment Documentation ................................................................................. 36
Student Placement Documentation ........................................................................................................ 36
List of Key Project Staff and Consultants and Resumes for Key Project Staff ....................................... 37
Proof of Nonprofit Status ......................................................................................................................... 37
Federally Negotiated Indirect Cost Rate Agreement .............................................................................. 37
Supporting Documentation...................................................................................................................... 37

IMLS Assurances and Certification
Assurances Statement ............................................................................................................................ 39
Certifications Required of All Applicants ................................................................................................. 39
Certifications Required of Some Applicants............................................................................................ 41

Ten Tips to Working Successfully with Grants.gov .............................................................. 43

GENERAL INFORMATION

ABOUT THE INSTITUTE OF MUSEUM AND LIBRARY
SERVICES
The Institute of Museum and Library Services is the primary source of federal support for the
nation’s 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 helps make it
possible for libraries and museums to be leaders in their communities.
Libraries and museums 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 libraries and
museums 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 libraries and
museums 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 enable the Institute of Museum and Library Services to make a significant contribution to
library, museum, and information policy and practice in the United States.

ABOUT THE LAURA BUSH 21ST CENTURY
LIBRARIAN PROGRAM
In 2010, the Laura Bush 21st Century Librarian Program will support projects to develop faculty
and library leaders, to recruit and educate the next generation of librarians, to conduct research,
to attract high school and college students to consider careers in libraries, to build institutional
capacity in graduate schools of library and information science, and to assist in the professional
development of librarians and library staff.
This program addresses the field’s need to conduct research on the library and information
science profession, and also to advance the work of new faculty in library and information
science by supporting an early career development program for untenured, tenure-track faculty.
Research conducted under the early careers program should be in the faculty member’s
particular research area and is not restricted to research on the profession.
We invite all members of the library community to play an active role in ensuring that the
profession is prepared to meet the challenges of the twenty-first century by recruiting a new
generation of faculty and librarians, preparing library leaders, and strengthening our schools of
library and information science.

INSTITUTIONAL ELIGIBILITY
An eligible applicant must be:
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either a unit of state or local government or a 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, that is 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.

IMLS recognizes the potential for valuable contributions to the overall goals of the Laura Bush
21st Century Librarian Program by public, nonprofit, non-U.S., and for-profit entities that do not
meet the eligibility requirements above. Although such entities may not serve as the official
applicants, they are encouraged to participate in projects as partners. Federally operated
libraries and museums may not apply for the Laura Bush 21st Century Librarian Program
grants, but they may serve as nonessential partners to applicants if they do not receive IMLS
grant funds as a result of the project. Contact IMLS before submitting a proposal involving a
federal agency or federal collection. Other nonfederal entities may serve as partners and may
receive IMLS grant funds as a result of the project. Consult with IMLS about any eligibility
questions before submitting an application.

SPECIAL CONDITIONS OF ELIGIBILITY FOR INSTITUTIONS
OF HIGHER EDUCATION
In addition to all eligible applicants listed above, institutions of higher education as noted under
Categories 1, 2, 3, and 5 (see “Categories of Funding,” pp. 11–13) are eligible to apply with
these special conditions:

1. Doctoral Programs
All graduate schools of library and information science offering programs of study at the doctoral
level are eligible to apply for funding of doctoral level scholarships and fellowships, either
individually or in a partnership.

2. Master’s Programs
Graduate schools of library and information science or school library media certification
programs are eligible to apply for funds to educate students at the master’s level, if they apply in
a partnership that includes one or more eligible library entities. Any of the eligible applicants in
the partnership may serve as the lead applicant.

3. Research
For early career development projects:
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All tenure-track faculty in graduate schools of library and information science as well as
tenure-track faculty in graduate school library media education programs that prepare
master’s- and doctoral-level students are eligible to apply for early career development
research funds.
The principal investigator must hold a doctoral degree, be untenured, and be in a tenuretrack position that has both educational and research responsibilities.
Projects must have a single principal investigator with no co-investigators. Consultants
and students may be included in the project.
A letter of departmental endorsement, including verification of principal investigator
eligibility, must be included in the application packet.

For all other research projects, all eligible library entities (see p. 8) may apply, either individually
or in a partnership.

5. Programs to Build Institutional Capacity
All graduate schools of library and information science and school library media graduate
programs are eligible to apply for funding to build institutional capacity, either individually or in a
partnership.

PARTNERSHIPS
IMLS encourages partnerships that are large enough to address the broadest possible needs,
including statewide and regional collaborations. 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 either designate one member of the partnership to apply
for the grant, or establish a separate, eligible legal entity consisting of the partnership members
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 on
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.

CATEGORIES OF FUNDING
Developing a diverse workforce of professional librarians is a goal of this recruitment and
education effort. The diversity of persons recruited to the library profession should reflect the
diversity of the communities they will serve. Recruitment proposals should address ways to
enhance participation in the library profession by members of traditionally underserved groups
and communities. Six categories of funding are featured in FY 2010. The goals of each category
are described below.

1. Doctoral Programs
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Develop faculty to educate the next generation of library and archives professionals. In
particular, increase the number of students enrolled in doctoral programs that will prepare
faculty to teach master’s students who will work in school, public, and academic libraries and
archives. Develop the next generation of library and archive leaders. In particular, increase
the number of students enrolled in doctoral programs that will prepare them to assume
positions as managers and administrators of libraries and archives.

2. Master’s Programs
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Educate the next generation of librarians and archivists. In particular, increase the number
of students enrolled in nationally accredited graduate library programs preparing for careers
of service in libraries and archives.

3. Research
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Provide the library and archives community with information needed to support successful
recruitment and education of the next generation of librarians and archivists. In particular,
through funded research, establish baseline data on professional demographics, knowledge
and skills required to succeed in the information workforce, and job availability, and evaluate
current programs in library and information science education for their capacity to meet the
identified needs.
Conduct research and establish ongoing research capacity in the field of library and
information science, particularly the evaluation of library and information services,
assessment of the value and use of public libraries and their services by the public, and
assessment of the public value and use of the Internet.

Early Career Development
Support the early career development of new faculty members in library and information
science by supporting innovative research by untenured, tenure-track faculty. Proposed
research should be in the investigator’s own field of inquiry and need not relate to
library education or librarianship as a career. For more information on the early careers
development program, contact Kevin Cherry ([email protected] or 202/653-4662) or Chuck
Thomas ([email protected] or 202/653-4663) and see “Special Conditions of Eligibility for
Institutions of Higher Education” (p. 9). See also the frequently asked questions (FAQs)
about the IMLS Early Careers Development Program on the IMLS Web site at
www.imls.gov/applicants/grants/pdf/L21_early_career_development.pdf.

•

4. Preprofessional Programs
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Recruit future professionals in library and information science. In particular, attract promising
high school or college students to consider careers in library and information science
through statewide or regional recruitment and part-time employment projects that are costeffective and measurable.

5. Programs to Build Institutional Capacity
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Develop or enhance curricula within graduate schools of library and information science to
better meet the needs of cultural heritage and information professionals. For example:
○ Develop or enhance courses or programs of study in all aspects of digital curation
(creation, authentication, archiving, preservation, retrieval, and representation of highquality data for use and reuse over time).
○ Broaden the library and information science curriculum by incorporating perspectives
from other disciplines and fields of scholarship.
○ Develop or enhance programs of study that address knowledge, skills, abilities, and
issues of common interest to libraries, museums, archives, and data repositories. (See
report of the Cultural Heritage Information Professionals Workshop at
http://chips.ci.fsu.edu/.)
Develop projects or programs of study to increase the abilities of future library and archives
professionals in building 21st century skills in their users. (See the report, “Museums,
Libraries, and 21st Century Skills” at www.imls.gov/pdf/21stCenturySkills.pdf.)

6. Continuing Education
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Improve the knowledge, skills, and abilities of library and archives staff through programs of
continuing education, both formal and informal, including post–master’s programs such as
certificates of advanced study, enhanced work experiences, and other training programs for
professional staff. Programs are encouraged that promote collaboration, especially among
library, archives, and museum professionals, and between educators and librarians
employed in educational institutions. Any topic in the field of library, archival, and information
science may be addressed. The following needs have been identified, in particular:
○ programs to improve services to audiences with special needs, such as children and
youth at risk, seniors, and those with language, physical, or other barriers to service,
○ programs in digitization or any aspect of the creation, acquisition, management, or
presentation of high-quality digital assets,
○ programs in conservation science and practice, and
○ programs to enhance the ability of librarians and archivists to cultivate 21st century skills
in their users. (See the report, “Museums, Libraries, and 21st Century Skills” at
www.imls.gov/pdf/21stCenturySkills.pdf.)

Determining the Appropriate Funding Program
Proposals submitted in the Research category of the Laura Bush 21st Century Librarian
Program should:
•
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study the library and information science profession, education, and recruitment,
evaluate library and information services (including the assessment of the value and use
of public libraries and their services by the public and assessment of the public value
and use of the Internet); or

•

support innovative research by untenured library and information science faculty on any
topic in library and information science.

Proposals for research in library and information science in topic areas other than those listed
above should be submitted under the Research category of the 2010 National Leadership
Grants for Libraries program (see the guidelines on the IMLS Web site at
www.imls.gov/applicants/grants/nationalLeadership.shtm).
The same proposal may not be submitted to IMLS under more than one category or
program. A proposal must designate the single category under which it is to be
considered.

APPLICATION TIPS
To Make Your Application More Competitive—
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Start with a good idea! Identify the problem you are trying to solve and a potential solution
that grant funding would support. Remember that competitive programs are often very
competitive. In general, projects that benefit more than one institution and reach a broad
audience will be the most competitive.
Match your idea with the appropriate funder and program—contact the program officer to
find out if your idea matches the goals of the program.
Read the program guidelines carefully and note all instructions and deadlines. It takes time
to develop a good proposal and a good project, so give yourself plenty of it.
Assemble your project team, including external partners—your team will be your most
important asset.
Meet to discuss all aspects of the project and all of the program evaluation criteria—identify
assets, weaknesses, and potential allies. Ask questions: Who is the target audience? What
are the anticipated outcomes (who will benefit and how)? How can the benefits be
measured (how will you know if you succeed)? Who will know about it? Generally, projects
involving two or more institutions will require time and ongoing discussions to develop a
strong relationship, but projects based on these kinds of collaborative relationships will be
more competitive for funding and more successful in execution. Involve potential allies as
partners, members of advisory boards, or writers of support letters. They will help to
disseminate results and extend the benefit.
Develop a draft proposal—follow the recommended format and all instructions, and address
all of the evaluation criteria in the order prescribed. Be sure to highlight your assets and try
to resolve potential weaknesses (e.g., arrange to hire a consultant if your team lacks
expertise in a specific area). Write in plain, understandable language.
Contact your program officer for clarification of questions.
Ask others who have not been involved in the project to read your draft—they may notice an
important omission or weakness.
Revise your proposal and submit it on time.
If your proposal is not successful, do not be discouraged. Read the reviewers’ comments
carefully—they can provide important suggestions for improving your project. Ask your
program officer to help clarify any comments that you do not understand.

IMLS has available for review on its Web site (www.imls.gov) examples of successful
application narratives for the Laura Bush 21st Century Librarian Program. You may view them
on or download them from the Web site to use as guides in the preparation of your own
narrative. Contact the Office of Library Services at 202/653-4700 if you have questions.

DATA UNIVERSAL NUMBERING SYSTEM (D-U-N-S) NUMBER,
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 & 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-U-N-S Number request line at 1-866-705-5711 (entities in Alaska and Puerto Rico should call
1-800-234-3867) 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.

AWARD INFORMATION
Duration of a Grant
Project activities may be carried out for a period of up to 36 months, except for doctoral program
project activities, which may be carried out for up to 48 months.

Project Start Date
Projects may begin no earlier than July 1, 2010, and no later than December 1, 2010. Projects
must begin on the first day of the month and end on the last day of the month.

Amount of Grant
Grants range from $50,000 to $1 million. IMLS will review and negotiate budgets as necessary.
IMLS may award an amount less than that requested by an applicant.

Cost Sharing
Applicants are expected to share project expenses through the applicants’ and partner
institutions’ cost share. Applicants to this program, other than those requesting research funds,
are REQUIRED to provide cost sharing of at least one half of the total cost of the project,
excluding funds for student support. For the purposes of cost-sharing, student support means
any type of assistance provided directly to students (including stipends, tuition remission, and
travel), and it applies to continuing education and preprofessional students as well as those
enrolled in degree programs. All listed expenses, including all cost sharing, must be incurred
during the grant period. Government-wide uniform administrative, cost, and audit rules and
requirements apply, as well as IMLS regulations (see 45 CFR Chapter XI). Federal funds may
not be used to meet cost-sharing requirements.
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•

IMLS does not require a match for research proposals. However, IMLS will consider costsharing contributions as a competitive factor when evaluating research proposals (see
“Evaluation Criteria,” pp. 29–31).
Cost sharing is not required for funds to be provided to students in the form of scholarships,
fellowships, tuition, wages, or other stipends, provided that payments are reasonable
compensation for the work performed, are conditioned explicitly on the performance of the
work, and are the institution’s practice to similarly compensate students in nonsponsored as
well as sponsored activities. Charges for tuition remission and other forms of compensation
paid to students as, or in lieu of, salaries and wages shall be subject to reporting
requirements. Cost sharing is also not required for student materials such as books, laptops,
or other equipment, or for travel associated with research or dissemination of project
activities or results.
IMLS encourages applicants to contribute as cost sharing the salaries of any permanent
staff to be employed on a project in proportion to the amount of time they will spend on the
project. If IMLS funding is requested for salaries of permanent staff, the proposal
should explain how their regular duties will be performed during the grant period.
IMLS prefers that applicants provide at least 50 percent of the cost of any equipment to be
purchased for the project.

Proposals that demonstrate strong institutional support through cost sharing are
generally rated more favorably by reviewers.

Restrictions on Indirect Cost Rates
The cost of student scholarships, fellowships, tuition, and/or other stipends may not be included
in the amount on which indirect costs are requested. Indirect costs are also not allowed for
participant costs for workshops.

Service Expectations/Recruitment
IMLS expects recipients of student support to return the investment of federal dollars by
contributing to the library and archives professions through employment in archives, libraries, or
library education. Applicants requesting IMLS funds for student support should explain how they
will incorporate this expectation into their programs and should include sample guidelines for
potential students and agreements that will be required of successful recipients.

Student Placement
Under the Master’s Programs category, graduate schools of library and information science may
apply for funding for master’s-level scholarship or internship programs ONLY in partnership with
another eligible library entity. IMLS encourages proposals that include offers of continued
employment to scholarship or fellowship recipients on completion of the program. IMLS will not
require an applicant to match every student position for which funds are requested with a
prospective employer. However, the proposal should explain its plan for graduate placement
and for tracking employment information for students who complete the program.

Use of Funds
Grant funds may not be used for construction, acquisition of collections, contributions to
endowments, social activities, ceremonies, entertainment, or pre-grant costs. All revenues
generated with project funds during the grant period must be reported as program income and
should be applied to the grant recipient’s cost sharing. All listed expenses must be incurred
during the grant period. Government-wide cost principles apply. Applicants should explain how
any funds used for student support and that are recovered for nonfulfillment during and after the
grant period will be used to further the goals of the project.
Funds requested for student support may not be used to replace any funds for scholarships,
fellowships, tuition, or other stipends that would otherwise be offered to students enrolling in
master’s, doctoral, or preprofessional programs in library and information science.

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 provides an analysis of the project. The report
requires quantitative information on project activities and audiences reached. The report also
requires quantitative and qualitative data that documents project achievements, summarizes
lessons learned, and documents outcomes (changes in individuals’ 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 on the IMLS
Web site at www.imls.gov/recipients/administration.shtm.
17

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.
Applicants are required to request travel funds to attend IMLS-designated meetings to share
project information. Applicants should budget $2,000 per year for this IMLS-designated travel, or
$4,000 per year for partnership projects.

Copyright/Work Products
IMLS requires acknowledgment of IMLS assistance in all publications and other products
resulting from the project. Products should be distributed free or at cost unless the recipient has
received written approval for another arrangement. The recipient may copyright, with written
permission, any work that is subject to copyright and was developed, or for which ownership
was purchased, under an award. IMLS reserves, for federal government purposes, a royaltyfree, 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 awardees provide three copies of any products produced with IMLS funds to
IMLS with the final reports. Generally, a beta version of software developed on an IMLS-funded
project must be provided to IMLS as a product of the grant. Consult with IMLS regarding
software development projects.

Announcement of Award
No information about the status of an application will be released until all applications have been
reviewed and all deliberations are concluded. IMLS will notify applicants of final decisions by
mid-June 2010.

Payment, Accounting, Management, and Reporting Procedures
A federal accounting office handles the payment of grants. Grant recipients may request cash
advances or reimbursements as needed during the project period. Payments are made
electronically. IMLS requires each grant recipient to maintain a restricted account for funds
received during the project period. A recipient does not need to maintain a separate bank
account for IMLS grant funds; however, it must establish and maintain a separate accounting
category within an internal accounting system to show that the funds have been used for project
costs only. This restricted accounting record must be adequate to satisfy normal auditing
procedures. Grants are subject to the provisions of Office of Management and Budget audit
requirements.
Grant recipients are required to submit semiannual interim performance reports every six
months during the grant period as well as annual financial reports. They are also required to
submit a final performance report and a final financial report at the end of the grant period.

APPLICATION REVIEW PROCESS
IMLS staff determines whether an applicant is eligible and whether an application is complete.
IMLS staff may contact applicants for information needed to make an eligibility determination. If an
applicant is determined to be ineligible as an official applicant (see “Institutional Eligibility,” p. 8),
the application will be rejected without evaluation and the applicant notified by IMLS. Applicants
are encouraged to call IMLS Senior Program Officers Kevin Cherry or Chuck Thomas before
submitting their applications to discuss their proposed projects and resolve eligibility questions.
All eligible and complete applications for Laura Bush 21st Century Librarian Program grants will
be evaluated by a peer-review panel. Panelists will have professional experience in the various
types of activities and projects. The IMLS director will make the final funding decisions on the
basis of the evaluations by reviewers, the types of projects encouraged by IMLS, and the overall
goals of the grant program and IMLS.
Reviewers provide their evaluations by applying the evaluation criteria described on pages 29–
31. For examples of funded projects, search the Awarded Grants database at
www.imls.gov/search.asp.

PREPARING AND SUBMITTING
AN APPLICATION

GRANTS.GOV INFORMATION AND INSTRUCTIONS
Organizations that are applying under the December 15, 2009, deadline for the Laura Bush 21st
Century Librarian 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 December 15.
While the deadline is December 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 D-U-N-S® Number
o Register with the Central Contractor Registry (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

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
Laura Bush 21st Century Librarian Program package:
CFDA No: 45.313
Funding Opportunity Number: L21-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. on December 15,
2009, in the Grants.gov system. Within 48 hours of submitting a grant application, applicants will
receive two email messages from Grants.gov:
o
o

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 because of
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 before 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

Within 30 working days after the application deadline, IMLS will e-mail applicants an
acknowledgment form with an application log number. Applicants who do not receive this form
in the stated time should contact IMLS to ensure that their application was successfully logged.

Grants.gov Help
For direct assistance with Grants.gov, contact the Grants.gov help desk via e-mail at
[email protected], or call Grants.gov at 1-800-518-4726 from 7:00 a.m. to 9:00 p.m. eastern
time, Monday through Friday, excepting federal holidays.
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 to an application once it has been successfully submitted.
Help is also available on the Grants.gov Web site at www.grants.gov/help/help.jsp.
•
•

User manual for applicants: www.grants.gov/assets/ApplicantUserGuide.pdf
Frequently asked questions (FAQs): www.grants.gov/help/faq.jsp
o General FAQs
o Applicant FAQs
o Submit Application FAQs
o Adobe® and PureEdge FAQs

•
•
•
•
•
•

How to convert documents to PDF format: www.imls.gov/pdf/PDFConversion.pdf
Download PureEdge and/or Adobe software: See Step 1 at
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/displayHomePage.do
D-U-N-S FAQs: http://fedgov.dnb.com/webform/displayFAQPage.do
CCR help:
o CCR User’s Guide: www.bpn.gov/ccr/handbook.aspx
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.bpn.gov/ccr/default.aspx.

PREPARING AN APPLICATION
Application Components
An application requesting funding from the Laura Bush 21st Century Librarian Program should
include the following materials:
1. Face Sheet: the Application for Federal Domestic Assistance/Short Organizational Form
(SF-424s)
2. Abstract: not to exceed one page
3. Program Information Sheet: a three-page form available as a fill-in PDF form in the
Grants.gov Zip file or on the IMLS Web site
4. Narrative: not to exceed ten pages
5. Detailed Budget: a three-page form available as a fill-in PDF form in the Grants.gov Zip
file or on the IMLS Web site, replicated for each year of the project
6. Summary Budget: a one-page form available as a fill-in PDF form in the Grants.gov Zip
file or on the IMLS Web site
7. Budget justification
8. Schedule of completion
9. Partnership Statement (if applicable): a one-page form available as a fill-in PDF form in
the Grants.gov Zip file or on the IMLS Web site, replicated for each individual partner
10. Organizational profile
11. Service expectations/recruitment documentation
12. Student placement documentation
13. List of key project staff and consultants
14. Resumes for key project staff: not to exceed two pages per person
15. Proof of nonprofit status (if applicable)
16. Current federally negotiated rate for indirect costs (if applicable)
17. Supporting documentation (if applicable)

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) and the Abstract are Grants.gov forms 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

Narrative

Narrative.pdf

Detailed Budget form (by year, as
appropriate)

Detailedbudgetyear1.pdf
Detailedbudgetyear2.pdf
Detailedbudgetyear3.pdf
Detailedbudgetyear4.pdf

3
4
5
6

Summary Budget form

Summarybudget.pdf

Budget justification

Budgetjustification.pdf

Schedule of Completion

Scheduleofcompletion.pdf

Partnership Statement form (with short
form of partner name, as appropriate)

PartnerJones.pdf
PartnerSmith.pdf
PartnerDoe.pdf
Etc.

10
11
12
Etc.

Organizational profile

Organizationalprofile.pdf

Service expectations/recruitment
documentation

Servicerecruitment.pdf

Student placement documentation

Studentplacement.pdf

List of key project staff and consultants

Projectstaff.pdf

Staff resumes

Resumes.pdf

Proof of nonprofit status

Proofnonprofit.pdf

Indirect cost rate form

Indirectcostrate.pdf

Supporting documentation (numbered,
as appropriate)

Supportingdoc1.pdf
Supportingdoc2.pdf
Supportingdoc3.pdf
Etc.

20
21
22
Etc.

SF-424s (Face Sheet)
The IMLS Face Sheet is the “Application for Federal Domestic Assistance/Short Organizational
Form (SF-424s)” on Grants.gov.
Note: 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 8 (“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, item 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 found at http://zip4.usps.com/zip4/welcome.jsp.
c. Web Address: Enter the Web address of the legal applicant.
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 Laura Bush 21st Century Librarian Program grants:
•
•
•
•
•

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

e. EIN/TIN: Enter the nine-digit number assigned by the IRS. Do not use a Social Security
number.
f. Organizational DUNS: All organizational applicants for federal funds must have a D-U-N-S®
Number. Ensure that the number entered here agrees with the number (either 9 or 13 digits)
that was used with the Central Contractor Registry (CCR) 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 applicant does not have a congressional district (e.g., it is located in a U.S.
territory that does not have districts), enter 00-000. To determine an institution’s district, visit the
House of Representatives Web site at www.house.gov and use the “Find Your Representative”
tool.

6. Project Information
a. Project Title: Provide a brief descriptive title.
b. Project Description: Briefly describe the specific project, not the applicant organization. Use
clear language that can be understood readily by readers who may not be familiar with the
discipline or subject area.
c. Proposed Project Start Date/End Date: Enter the beginning and ending dates for the
requested period of support—that is, the span of time necessary to plan, execute, and close out
the proposed project. Laura Bush 21st Century Librarian Program grants projects must begin
between July 1, 2010, and December 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 space 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. Leave the Social Security Number space 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 and skip to item 9. 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 (see the “IMLS Assurances and Certification” section, p. 39).
All written correspondence will be addressed to the authorized representative.
The “Signature of Authorized Representative” and “Date Signed” boxes will be populated
automatically on submission of the application. Submission of the application by the authorized
representative certifies compliance with relevant federal requirements, and that the statements
in the application (including, but not limited to, the Partnership Statement) are true, complete,
and accurate to the best of the applicant’s authorized representative’s knowledge.

Abstract
A project abstract not exceeding one single-spaced page (600-word maximum) must be
provided. 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 community need(s) will the project address?
Who is the intended audience for the activities?
What will be the project’s activities, outcomes, and tangible products?
What are the intended outcomes for audience members in terms of measurable changes
in knowledge, attitudes, or behavior?

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 understandable insofar as possible 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 a
library that is part of a parent organization, such as a university, is applying, the university would
be the legal applicant, and the library would be entered as the organizational unit. Be sure to
include the four-digit extension on the Zip code (Zip+4).
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 type that most accurately describes the applicant.
2. Grant Program or Grant Program Category
Select one of the categories listed under “f. Laura Bush 21st Century Librarian Program.”
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, excluding funds for student support. Proposals in the Research
category are exempt from this requirement. See “Award Information” on pages 16–18 for further
information.
4–8.
Applicants to the Laura Bush 21st Century Librarian Program should skip these sections.

Narrative
Limit the narrative to ten single-sided, single-spaced, numbered pages. The narrative must:
•
•

include the applicant organization’s name at the top of each page,
not exceed the space limits,

•
•
•
•
•

be printable on 8.5- by 11-inch paper,
have a margin of at least 0.5 inch on all sides,
use a typeface that contains no more than six lines per vertical inch,
use a typeface with standard spacing between letters (i.e., do not use a condensed font),
and
have each page numbered.

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.
The following section, “Evaluation Criteria,” describes the items to be addressed in the Laura
Bush 21st Century Librarian Program grant application narrative. The narrative should explain
what need the project will meet, and it should provide sufficient information for reviewers to
evaluate all criteria. Applicants must address each question and related criteria separately, and
in the order in which they are listed below. Use the criteria section titles in your narrative to
guide reviewers in their evaluation. Detailed budget discussion should not be included here, but
in the separate budget justification. Planning documents that informed the project design, such
as needs assessments or digitization plans, should be included as supporting documentation.

Evaluation Criteria
Assessment of Need
Evidence should be provided that shows the applicant identified an audience, performed a
formal or informal assessment of the audience’s needs, is aware of similar projects completed
by other institutions, and developed the project goals as the best solution to answer the
specified needs.
Research proposals should frame the project in the context of current research and explain the
need for the research findings.
Impact
Project proposals will be evaluated on their anticipated impact, to the degree to which the
project has one or more of the following characteristics:
•
•
•
•
•
•

The project will increase the number of qualified professionals for employment as
librarians throughout the country.
The project will build greater skills and abilities in the library and archives workforce.
The project is likely to contribute to results or products that will benefit multiple
institutions and diverse constituencies.
The project reflects an understanding of library service needs in the communities served
by the applicant(s) and addresses issues facing libraries of similar size and type.
The project reflects a vision of potential change in the field that could result from the
project. Innovative approaches to these issues will be given high consideration.
For research, the project will support the purposes and priorities of this program.

Diversity
Project proposals will be evaluated on the degree to which the project identifies the diversity of
the communities within its scope and explains how the project will address the library service
needs of those communities, particularly the needs of traditionally underserved groups and/or
communities.

Project Design and Evaluation
Project proposals will describe the scope of the project, including project goals, the project
planning process, the specific activities to implement the project, and the expected results. The
proposal will describe the relationship of the project to any similar projects completed by other
institutions. It will describe the design, integration, and implementation of any assessment
method that will measure project outcomes, findings, or products, and show how this project will
advance the state of the art of library and information science. It will describe how results will be
assessed and their significance known, and describe how lessons learned will be documented.
All proposals should explain how information on the demographic characteristics of the target
populations, including persons to be recruited, educated, or employed in libraries or in library
education, will be tracked over time.
For projects involving distance education, proposals should include information about the
synchronous and asynchronous elements of any courses designed (e.g., face-to-face,
streaming audio or video, Web-based course content, etc.). Proposals should explain the
technical requirements for the institution and for the students, and describe the course
management system that will be used to offer or support the course. The proposal should
describe who will be able to take the course both during and after the grant period; how the
course and course content would be made available to other entities who might wish to use or
adapt the courses, the conditions of use, and what assistance would be provided to users; what
costs would be charged to students, both during and after the grant period; and how potential
students and/or providers will be made aware of the course (e.g., through a searchable portal or
clearinghouse).
Project proposals will be evaluated on the following points:
•
•
•
•

•
•

evidence that the project proposes efficient, effective, and reasonable approaches to
accomplish its clear goals and objectives,
evidence that the methodology and design are appropriate to the scope of the project,
evidence that the project uses existing or emerging standards or best practices in the
technical or disciplinary area to which the project relates,
the degree to which the evaluation will provide sufficient and objective data to convey
project results, findings, and/or products, including outcomes and audience
demographics where applicable,
evidence that the evaluation will provide reliable information on which to judge impact
and base decisions or actions, and
for research projects, how clearly the research question is posed, and how well
explained through the plan of work the question or questions will be investigated, how
data will be gathered and analyzed, and how results will be assessed. The proposal
should provide evidence that results are likely to be valid, reliable, and generalizable.

Project Resources: Budget, Personnel, and Management Plan
Project proposals should provide evidence that the applicant will effectively complete the project
activities through the deployment and management of resources including money, facilities,
equipment, and supplies. Evidence should show also that project personnel demonstrate
appropriate experience and expertise and will commit adequate time to accomplish project
goals and activities. If the project includes partnerships, give evidence that all partners are
active contributors to and beneficiaries of the partnership activities. Proposals also should
describe the extent to which the project budget is cost-effective and reasonable, and uses
appropriate resources, including cost sharing as appropriate.

Dissemination
Project proposals should discuss the variety of media and other means the project will use to
reach library, archive, museum, and other audiences that might benefit from its work. Describe
how new products and services will reach the audiences described in the first criterion,
“Assessment of Need.” See www.imls.gov/recipients/communication.shtm for dissemination
ideas.
Project proposals will be evaluated on the extent to which results, products, models, findings,
processes, and other benefits of this project will be transparent and accessible through effective
communication channels to the library field and to other professional organizations and
communities that might benefit; and on the extent to which communities described in the needs
assessment will benefit. Examples include, but are not limited to, Webcasts, podcasts, emailings, press releases, conference presentations, publications, Web sites, project blogs, and
community outlets. Multiple and interactive dissemination methods that extend throughout the
life of the project, from initial funding through final evaluation, are desirable.
Sustainability
Project proposals should indicate the extent to which the project’s benefits will continue beyond
the grant period through ongoing institutional support of project activities or products, including
Web sites; through development of institutional expertise and capacity; or through continuing
access to project findings or products. They should also show the extent to which the project will
lead to systemic change within the institution as well as within the library field.
For projects involving distance education, proposals should identify who will own copyright on
the course content and describe any restrictions placed on use of the course and course
content during and after the grant period. Plans for preservation and maintenance of the course
and course content during and after the expiration of the grant period also should be described.

Budget
The application requires three elements to describe the costs of a proposed project:
1. Detailed Budget
2. Summary Budget
3. Budget justification

The Detailed Budget for each year of the project and the Summary Budget that describes costs
for the entire project are both available as fill-in PDF forms in the Grants.gov Zip file or on the
IMLS Web site. The third element is the Budget justification, which is explained below.
Applicants for funding from the Laura Bush 21st Century Librarian Program must provide cost
sharing of at least one half of the total project cost, excluding funds for student support (e.g.,
scholarships, fellowships, stipends, books, equipment, travel related to project activities and
dissemination, student membership in professional organizations, etc.). Research proposals are
exempt from this requirement.
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 twelve months later.

Applicants using the PDF form can fill out the form for one year, save it, and 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 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. 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. All
applicants are expected to include the costs of evaluation, reporting, and dissemination in their
project budget. These costs may be for consultants or staff, development of instruments,
information collection, analysis, reporting, and/or disseminating project information by a variety
of means. 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: Applicants must include $2,000 per year for travel to attend IMLS-designated
meetings. For partnership projects, include $4,000 per 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.
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 as part of the
budget justification. If there is more than one contractor, list the cost of each contract
separately on the IMLS budget form and attach a separate itemization to the budget
justification for each contractor.

7. Student Support: Include any costs associated with funds provided to students in the
form of scholarships, fellowships, wages, other stipends, and/or tuition, or student
materials such as books, laptops or other equipment, student membership in
professional organizations, or travel.
8. Other Costs: Please do not use the “Other Costs” section to list items that did not fit in
the allotted space for another section. If more lines are needed, the information should
be summarized in the Detailed Budget form and explained in the budget justification.
9. Total Direct Costs: The subtotal amounts from the previous eight sections will
automatically fill in.
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 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.
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 (administrative) items such as, but not limited to, general telephone,
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
33

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.
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.

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-424s 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 the next page in these guidelines for an example.

Sample Schedule of Completion
This is a sample format for a Schedule of Completion. 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, the date each activity begins and ends, and the amount of IMLS grant funds to be
expended for each activity. 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. The total amount of IMLS funds listed for each activity must equal the total amount of direct
project costs requested from IMLS.

Partnership Statement
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 or PartnerNOMA.
Then attach each document to the application following the sequence indicated in “Application
Components” (see p. 24).
At the top of each 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
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 15 within these guidelines for
information and instructions on how to secure one. To obtain a full Zip+4 postal code, visit
http://zip4.usps.com/zip4/welcome.jsp.
6. Governing Control of Partner
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 this form will be made available to IMLS on
request.

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

Service Expectations/Recruitment Documentation
If applicable, applicants requesting IMLS funds for student support must explain how they will
incorporate a service expectation into their programs. Include sample guidelines for potential
students and agreements that will be required of successful recipients. Please limit this
explanation to no more than two single-spaced pages.

Student Placement Documentation
If applicable, institutions that offer continued employment should explain how they will
incorporate employment opportunities into their programs. IMLS will not require an applicant to
match every student position for which funds are requested with a prospective employer.
However, the proposal should explain its plan for graduate placement and for tracking
employment information for students who complete the program. Please limit this explanation to
no more than two single-spaced pages.

List of Key Project Staff and Consultants and Resumes for Key Project Staff
Provide a list of the key project staff and the consultants who will be directly involved in the
program.
Add resumes or curriculum vitae of no more than two pages each for all key personnel (both
staff and consultants). Add a page break at the end of the list of personnel, 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. Because application reviewers rely on resumes
to determine the project’s potential for success, if the personnel have not been chosen, the
application may be at a competitive disadvantage.

Proof of Nonprofit Status
If the applicant’s organization is a private, nonprofit organization (for those who selected
“Nonprofit with 501C3 IRS Status,” “Nonprofit without 501C3 IRS Status,” or “Other” in item 5d
of the SF-424s):
•

•

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 the applicant institution has a federally negotiated indirect cost rate agreement that will be
current at the time the project begins, then submit this document with the application and claim
the approved rate agreement on the IMLS budget forms.

Supporting Documentation
Supporting documentation comprises documents that specifically relate to the justification for
the project. IMLS recommends including relevant supporting documentation (e.g., needs
assessments, digitization plans, letters of support) for the specific project applied for, being
careful to ensure that the included material is directly relevant to the proposed project. Do not
overburden the reviewers with unnecessary materials.
Where possible, within the application narrative provide Web links to relevant online materials in
lieu of attaching supporting documentation.
When attaching these documents, give each one a specific title that clearly identifies what type
of document it is. Applicants are encouraged to create multipage documents that include
multiple attachments, when possible (e.g., combine all letters of support into a single
attachment).
All supporting documentation should include dates of creation and authorship.

IMLS ASSURANCES AND
CERTIFICATION

IMLS is required to obtain from all applicants certifications regarding federal debt status,
debarment and suspension, nondiscrimination, and a drug-free workplace. Applicants
requesting more than $100,000 in grant funds must also certify regarding lobbying activities and
may be required to submit a “Disclosure of Lobbying Activities” 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 C.F.R. 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;

(b) have been convicted within the preceding three years of any of the offenses listed in 2
C.F.R. § 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 C.F.R. §
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 C.F.R. 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 C.F.R. 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 C.F.R. 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:

(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.).

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).

TEN TIPS TO WORKING 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 it 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.bpn.gov/ccr/default.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 PDF conversion instructions noted above.
7. Use Internet Explorer® as 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 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 take the 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 familiarizing yourself with the basic instructions and guidance
provided through these sources.

10. Contact the Grants.gov help desk ([email protected], 1-800-518-4726) or view the
Grants.gov Help Web site (www.grants.gov/help/help.jsp) for assistance with the following:
•
•
•

Hardware and software issues
Registration issues
Technical problems with attachments

Contact IMLS Senior Program Officers Kevin Cherry ([email protected], 202/653-4662) or
Chuck Thomas ([email protected], 202/653-4663), or Program Specialist Karmen Bisher
([email protected], 202/653-4664) 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 or
federal holidays.

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:
Author	EArnold
File Modified	2009-09-23
File Created	2009-09-23