National Leadership Grants

NLG_2010.pdf

General Clearance Grant Application and Post-Award Processes

National Leadership Grants

OMB: 3137-0029

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2010
National
Leadership
Grants
Grant Program Guidelines
CFDA No. 45.312

Application Deadline: February 1, 2010
Applicants must apply through Grants.gov
(see www.imls.gov/grantsgov for more information).

FOR MORE INFORMATION, CALL OR WRITE:
National Leadership Grants Program Staff
Libraries
Rachel Frick, Senior Program Officer
(Advancing Digital Resources, Research,
and Demonstration Grants)
Phone: 202/653-4667
E-mail: [email protected]
Chuck Thomas, Senior Program Officer
(Library-Museum Collaboration Grants)
Phone: 202-653-4663
E-mail: [email protected]
Mary Allen, Program Specialist
(Advancing Digital Resources, Research,
and Demonstration Grants)
Phone: 202/653-4687
E-mail: [email protected]
Robert Trio, Program Specialist
(Library-Museum Collaboration Grants)
Phone: 202/653-4798
E-mail: [email protected]

Museums
Mary Estelle Kennelly, Associate Deputy
Director for Museum Services
Phone: 202-653-4636
E-mail: [email protected]
Helen Wechsler, Senior Program Officer
Phone: 202-653-4778
E-mail: [email protected]
Jennifer Headley, Program Specialist
Phone: 202/653-4702
E-mail: [email protected]
Office of Museum Services
General phone: 202/653-4789
Institute of Museum and Library Services
1800 M Street, NW, 9th Floor
Washington, DC 20036-5802
General phone: 202/653-IMLS (4657)
General e-mail: [email protected]
Web site: www.imls.gov

Office of Library Services
General phone: 202/653-4700
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, 1 hour
for the Specifications for Projects that Develop Digital Products form, and 10 minutes per
response for the Partnership Statement. 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 present the 2010 guidelines for National Leadership Grants. Now in its twelfth
year, the National Leadership Grants program has remained the capstone program for the
Institute of Museum and Library Services, providing the agency’s highest level of support for
innovative projects that generate transformative research, new tools, models, services,
programs, professional practices, and alliances that positively affect the awarded institution and
the nation.
This year, we are encouraging our communities to review the IMLS report, Museums, Libraries,
and 21st Century Skills (www.imls.gov/pdf/21stCenturySkills.pdf) and respond with innovative
solutions that demonstrate the critical role our nation’s museums and libraries play in helping
citizens build such 21st century skills as information, communications, and technology literacy;
critical thinking; problem solving; creativity; civic literacy; and global awareness.
Interested museums and libraries can apply for a Project or Collaborative Planning grant in one
of the following four funding categories: Advancing Digital Resources, Research,
Demonstration, and Library-Museum Collaboration. These categories support the agency’s
focus on public service, conservation, preservation, digital innovation, and encouraging
partnerships.
I invite you to read these guidelines, speak with IMLS staff, and consider applying for funding. I
also encourage you to contact IMLS if you are interested in becoming a peer reviewer. The
expertise you bring is invaluable to us in this process, and we are always seeking new and fresh
perspectives.
Sincerely,

Anne-Imelda M. Radice, PhD
Director

TABLE OF CONTENTS
General Information
About the Institute of Museum and Library Services .............................................................. 7
About the National Leadership Grants Program ..................................................................... 8
Institutional Eligibility................................................................................................................. 9
Eligibility for Libraries .............................................................................................................................. 9
Eligibility for Museums ............................................................................................................................ 9

Types and Categories of Funding ........................................................................................... 11
Project Grants ....................................................................................................................................... 11
Advancing Digital Resources .............................................................................................................. 11
Research ............................................................................................................................................. 12
Demonstration ..................................................................................................................................... 12
Library-Museum Collaboration ............................................................................................................ 13
Collaborative Planning Grants .............................................................................................................. 13
Level I .................................................................................................................................................. 14
Level II ................................................................................................................................................. 14

Partnerships .............................................................................................................................. 16
Application Tips ........................................................................................................................ 18
Data Universal Numbering System (D-U-N-S) Number, Taxpayer Identification Number
(TIN), and Employer Identification Number (EIN) ................................................................... 19
Award Information .................................................................................................................... 20
Duration of a Grant ............................................................................................................................... 20
Project Start Date ................................................................................................................................. 20
Amount of Grant ................................................................................................................................... 20
Cost Sharing ......................................................................................................................................... 20
Use of Funds ........................................................................................................................................ 21
Project Evaluation ................................................................................................................................. 21
Copyright/Work Products...................................................................................................................... 21
Announcement of Award ...................................................................................................................... 22
Payment, Accounting, Management, and Reporting Procedures ........................................................ 22

Application Review Process .................................................................................................... 23
Guidance for Projects That Develop Digital Products........................................................... 24
Information to Include in Proposal ........................................................................................................ 24
Interoperability ...................................................................................................................................... 24
Projects Plans ....................................................................................................................................... 24
Resources for Projects Developing Digital Products ............................................................................ 24

Preparing and Submitting an Application
Grants.gov Information and Instructions ............................................................................... 29

Find Grant Opportunities ...................................................................................................................... 29
Get Registered...................................................................................................................................... 29
Apply for Grants .................................................................................................................................... 29
Grants.gov Help .................................................................................................................................... 30

Preparing an Application ......................................................................................................... 32
Application Components....................................................................................................................... 32
Attachments: Naming the Files and Their Sequence ........................................................................... 33
SF-424s (Face Sheet) .......................................................................................................................... 34
Abstract................................................................................................................................................. 35
Program Information Sheet .................................................................................................................. 36
Narrative ............................................................................................................................................... 37
Evaluation Criteria ................................................................................................................................ 37
Budget .................................................................................................................................................. 41
Detailed Budget ................................................................................................................................... 42
Summary Budget ................................................................................................................................ 44
Budget Justification ............................................................................................................................. 44
Schedule of Completion ....................................................................................................................... 45
Specifications for Projects That Develop Digital Products ................................................................... 45
Partnership Statement .......................................................................................................................... 48
Organizational Profile ........................................................................................................................... 49
List of Key Project Staff and Consultants and Resumes for Key Project Staff .................................... 49
Proof of Nonprofit Status ...................................................................................................................... 49
Federally Negotiated Indirect Cost Rate Agreement ............................................................................ 50
Supporting Documentation ................................................................................................................... 50

IMLS Assurances and Certification
Assurances Statement ......................................................................................................................... 52

Ten Tips to Working Successfully with Grants.gov .............................................................. 56

GENERAL INFORMATION

ABOUT THE INSTITUTE OF MUSEUM AND LIBRARY
SERVICES
The Institute of Museum and Library Services is the primary source of federal support for the
nation’s 122,000 libraries and 17,500 museums. The Institute's mission is to create strong
libraries and museums that connect people to information and ideas. The Institute works at the
national level and in coordination with state and local organizations to sustain heritage, culture,
and knowledge; enhance learning and innovation; and support professional development. 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 NATIONAL LEADERSHIP GRANTS PROGRAM
National Leadership Grants support projects that have the potential to elevate museum,
archival, and library practice within the context of national strategic initiatives. The Institute
seeks to advance the ability of museums, archives, and libraries to preserve culture, heritage,
and knowledge, contribute to building 21st century technology infrastructure and information
technology services, and support the education of the next generation with 21st century
knowledge and skills while creating a world-class workforce.
Successful proposals will have national impact and generate results—new tools, research,
models, services, practices, or alliances—that can be widely adapted or replicated to extend the
benefit of federal investment. IMLS seeks to fund projects that have the following
characteristics:
•

•

Strategic Impact—Proposals should address key needs and challenges that face
libraries, archives, and museums. They should expand the boundaries within which
libraries, archives, and museums operate, show the potential for far-reaching impact,
influence practice throughout the museum, archival, and/or library communities, and
show support of overarching national strategic initiatives and grand challenges.
Innovation—Proposals should demonstrate a thorough understanding of current
practice and knowledge about the project area and show how the project will advance
the state of the art of museum and library service. Innovative projects can implement a
new or significantly improved product, process, program, or a new organizational
strategy in museum and/or library services and practice.
Collaboration—While partners are not required in all NLG categories, the Institute has
found that involving carefully chosen partners with complementary competencies and
resources can create powerful synergies that extend project impact. Proposals should
show understanding of the challenges of collaboration and propose means for
addressing them.

Collaborative planning grants are also available to enable project teams from more than one
institution to work together to plan a project for a National Leadership Grant.

Conference Calls with IMLS National Leadership Grants Staff
IMLS offers an opportunity to discuss application or general issues
about the National Leadership Grants program with the program staff.
We do this through a conference call. We invite anyone to join the call
to listen to the comments of IMLS program staff and those of other
callers, as well as ask any questions you might have. The expected
conference call schedule is:
•
•
•

Wednesday, November 18 at 1:00 pm ET
Tuesday, December 8th at 2:00 pm ET
Thursday, January 7th, 2:00 pm ET

Please check the IMLS Web site (www.imls.gov) for details and the tollfree conference call number.

INSTITUTIONAL ELIGIBILITY
Eligibility for Libraries
An eligible applicant must be:
•
•

•

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, 1 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.

Eligibility for Museums
An applicant must be either a unit of state or local government or a private nonprofit
organization that has tax-exempt status under the Internal Revenue Code; be 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

Research libraries must be either generally recognized as possessing unique scholarly research
materials and services that are made available to the public, or able to demonstrate that such is the case
when submitting an application to IMLS.

Islands, the Republic of the Marshall Islands, the Federated States of Micronesia, or the
Republic of Palau; and qualify as one of the following three types of organizations:
1. A museum 2 that, using a professional staff, 3
• is organized on a permanent basis for essentially educational or aesthetic purposes;
• owns or uses tangible objects, either animate or inanimate;
• cares for these objects; and
• exhibits these objects to the general public on a regular basis through facilities that it
owns or operates. 4
2. An organization or association that engages in activities designed to advance the wellbeing of museums and the museum profession. 5
3. An institution of higher education, including public and nonprofit universities. Please note
that a museum located within a parent organization that is a state or local government or
multipurpose not-for-profit entity, such as a municipality, university, historical society,
foundation, or cultural center, may apply on its own behalf if the museum (1) is able to
independently fulfill all the eligibility requirements listed above, (2) functions as a discrete
unit within the parent organization, (3) has its own fully segregated and itemized
operating budget, and (4) has the authority to make the application on its own. When
any of the last three conditions cannot be met, a museum may apply through its parent
organization, and the parent organization may submit a single application for one or
more of its museums.

Museums include, but are not limited to, aquariums, arboretums, art museums, botanical gardens,
children/youth museums, general museums (those having two or more significant disciplines), historic
houses/sites, history museums, natural history/anthropology museums, nature centers, planetariums,
science/technology centers, specialized museums (limited to a single distinct subject), and zoological
parks.
3
An institution uses a professional staff if it employs at least one professional staff member, or the fulltime equivalent, whether paid or unpaid, primarily engaged in the acquisition, care, or exhibition to the
public of objects owned or used by the institution.
4
An institution exhibits objects to the general public if such exhibition is a primary purpose of the
institution. An institution that exhibits objects to the general public for at least 120 days a year is deemed
to exhibit objects to the general public on a regular basis. An institution that exhibits objects by
appointment may meet the requirement to exhibit objects to the general public on a regular basis if it can
establish, in light of the facts under all the relevant circumstances, that this method of exhibition does not
unreasonably restrict the accessibility of the institution’s exhibits to the general public. An institution that
does not have as a primary purpose the exhibition of objects to the general public, but that can
demonstrate that it exhibits objects to the general public on a regular basis as a significant, separate,
distinct, and continuing portion of its activities, and that it otherwise meets the museum eligibility
requirements, may be determined to be eligible as a museum under these guidelines. For more
information, see 45 C.F.R. Chapter XI, Subchapter E (Institute of Museum and Library Services).
5
For example, a friends group associated with a single museum is not an eligible applicant.

TYPES AND CATEGORIES OF FUNDING
IMLS supports two types of funding within the National Leadership Grants program: Project
Grants and Collaborative Planning Grants. Within each funding type are four categories of
grants: (1) Advancing Digital Resources, (2) Research, (3) Demonstration, and (4) LibraryMuseum Collaboration. Specific details and requirements of each category are outlined below.

Project Grants
Categories:

Advancing Digital Resources, Research, Demonstration, and LibraryMuseum Collaboration.
Amount of grant: $50,000–$1,000,000.
Grant period:
Up to three years.
Cost sharing:
For requests below $250,000, cost sharing of at least one third is
encouraged. For requests at or above $250,000 a one-to-one cost share from
nonfederal sources is required. Research grants do not require cost share.
Proposal should describe projects with thorough needs assessments, completely developed
work plan activities, targeted dissemination plans, appropriate research methodologies, if
applicable, and robust assessment plans. Competitive applications describe projects that will
produce programs, collections, research findings, and/or tools that will have strategic impact,
demonstrate innovation, produce models for collaboration, and actively disseminate project
results (see goals on p. 8).
Project Grant awards are scheduled to be announced in late September 2010.
Applicants may apply for a Project Grant in one of the following categories:
Advancing Digital Resources
Purpose: Advancing Digital Resources grants support the creation, use, presentation, and
preservation of significant digital resources as well as the development of tools to enhance
access, use, and management of digital assets over their entire life cycle by incorporating new
technologies or new technical practice. Projects should have the potential to enhance research,
teaching, learning, and innovation by ensuring that the digital assets promote access to
museum, library, and archival resources. This category encourages exploration of all types and
formats of digital resources, from digitized text and content on the Web to digital content through
video, audio, and television footage.
Proposed projects may:
• develop and disseminate new tools or services that facilitate access, presentation,
management, preservation, sharing, and use of digital resources;
• increase community access to institutional resources through innovative use of existing
technology-based tools and/or social networking environments;
• support collaborations to enhance online access to digital content from multiple sources,
including cultural heritage institutions of all types in order to provide innovative
opportunities for the use of museum, library, and/or archival content and materials for
research, teaching, and learning; or
• leverage technology tools and digital museum, library, and/or archival resources to
support or enhance the development of 21st century skills (see the report, Museums,
Libraries, and 21st Century Skills, www.imls.gov/pdf/21stCenturySkills.pdf).
11

IMLS encourages digitization projects with item-level metadata that are harvestable with the
Open Archives Initiative (OAI) Protocol for Metadata Harvesting.
Research
Purpose: Research grants support projects that have the potential to improve museum, archival,
and library practice, resource use, programs, and services. Both basic and applied research
projects are encouraged. Research proposals should pose a question and explain through the
plan of work how the question will be investigated, how the data will be gathered and analyzed,
and how the results will be evaluated and disseminated. Methodologies must be replicable and
results valid and predictable. Successful proposals will place the proposed work within the
context of current research as demonstrated by a thorough literature review. Applied research
projects may include testing in a real-world environment, but must be carried out through an
investigative methodology. Results of research must be generalizable and of broad benefit to
the library or museum field. Research conducted by a collaboration between a library and a
museum should be submitted under the Library-Museum Collaboration grants category
Potential projects may:
• evaluate any aspect of library, archives, or museum services, including cost/benefit
studies, the impact of information and communication technologies on the delivery and
use of library and museum services, especially with regard to free versus fee-based and
onsite versus remote online access to services and resources, and changing public
expectations and behaviors;
• investigate how learning takes place in museums, archives, and libraries, and how use
of library, archive, and/or museum resources enhances learning and development of
21st century skills (see the report, Museums, Libraries, and 21st Century Skills,
www.imls.gov/pdf/21stCenturySkills.pdf);
• investigate how to improve the quality, effectiveness, or efficiency of library or museum
management, programs, or services;
• investigate ways to enhance the archiving, preservation, management, discovery, and
use of digital assets and resources;
• investigate or conduct research to add new knowledge or make improvements in the
conservation and preservation of collections;
• utilize or repurpose IMLS-provided data about libraries and/or museums to investigate
areas of library-museum research (see the IMLS site for information about access to
data sets, www.imls.gov ); or
• conduct research to establish and/or evaluate standards and tools for innovative learning
and the development of 21st century skills (see the report, Museums, Libraries, and 21st
Century Skills, www.imls.gov/pdf/21stCenturySkills.pdf).
Demonstration
Purpose: Demonstration projects use available knowledge to address key needs and challenges
facing libraries and museums, transforming that knowledge into formal practice. Projects funded
under this category should produce a replicable model or practice usable by other institutions for
improving services and performance.
Proposed projects may:
• demonstrate and/or test new practices in museum, archive, and/or library field;

•
•
•
•

demonstrate how museums, archives, and/or libraries can enhance services to their
communities and contribute to local economic/workforce development, fostering public
value and promoting systemic changes in the field;
consolidate, restructure, or reorganize existing programs, services, and/or operational
workflows in innovative ways through the use of technology or other creative means;
establish and/or test standards and tools for innovative learning and development of 21st
century skills (see the report Museums, Libraries, and 21st Century Skills,
www.imls.gov/pdf/21stCenturySkills.pdf); or
demonstrate and/or test an expansion of collection management, preservation, and/or
conservation practices.

Library-Museum Collaboration
Purpose: Library-Museum Collaboration grants are designed to create new opportunities for
libraries and museums to engage in mutually beneficial partnerships to support the educational,
economic, cultural, and social needs of their communities. Grant funds support innovative,
collaborative projects—whether new or building on an existing project or relationship. Proposed
collaborations should demonstrate the benefits to be gained by challenging existing
organizational assumptions and boundaries. A partnership of at least one eligible library entity
and one eligible museum entity is required. Additional partners are encouraged, where
appropriate. In addition to museums, libraries, and archives, IMLS encourages other partners,
(e.g., associated professional organizations, such as community organizations, public media,
and other institutions and agencies) that help libraries and museums to better serve their
communities. The lead applicant must be an eligible library or museum entity which will serve as
the financial agent if a grant is awarded. Each partner of the lead applicant must complete a
Partnership Statement form.
Proposed projects may:
• address community educational, workforce, or other civic needs;
• provide increased services and support for underserved populations within communities;
• increase the capacity of partnering organizations to provide effective services, creative
venues, and meaningful resources for learning (see the report, Museums, Libraries, and
21st Century Skills, www.imls.gov/pdf/21stCenturySkills.pdf);
• combine or coordinate existing programs, services, and/or operational workflows in
innovative ways through the use of technology or other creative means;
• apply technology to serve audiences more effectively;
• assist in building effective local, statewide, or regional coalitions of museums, libraries,
archives, and other cultural heritage organizations;
• conduct collaborative research; or
• advance professional knowledge and best practices for libraries, archives, museums,
and their related professional associations.

Collaborative Planning Grants
Collaborative Planning Grants support activities required to fully develop ideas for all categories
of National Leadership Grants Project Grants (Advancing Digital Resources, Research,
Demonstration, and Library-Museum Collaboration). The awards are in two levels, as described
below.
Applicants are required to designate the appropriate funding type and funding category on their
Program Information Sheet.

Applicants are required to have at least one formal partner. All partners must complete the
Partnership Statement form and be listed in section five of the Program Information Sheet.
The awarding of a Collaborative Planning Grant neither guarantees nor implies future funding.
Indirect costs cannot be applied to these grants.
All Collaborative Planning Grant awards will be announced in late July 2010.
Level I
Categories:

Advancing Digital Resources, Research, Demonstration, and LibraryMuseum Collaboration (see descriptions of these categories on pp. 11-13).
Amount of grant: Up to $50,000.
Grant period:
Up to one year.
Cost sharing:
Cost sharing of at least one third is encouraged.
Level I Collaborative Planning Grants support activities required to fully develop ideas for a
National Leadership Grant project among project partners and should result in such products as
plans, prototypes, or proofs of concept, which could lead to a single, subsequent National
Leadership Grant proposal. Applicants are expected to have a basic framework (concept, team
work plan, intended results) for a project that has the potential to meet the goals of the National
Leadership Grants program (see p. 8).
Collaborative Planning Grants can support a variety of activities, including partnership meetings,
literature searches, feasibility investigation, project formation, and other planning efforts.
Funds may support the full range of planning components, including salaries, consultant fees,
travel, meeting costs, services, and materials and supplies.
Applicants for Level I Collaborative Planning Grants must follow the National Leadership Grants
application instructions (see pp. 29-50), but are not required to address the Dissemination or
Sustainability criteria.
Level II
Categories:

Advancing Digital Resources, Research, Demonstration, and LibraryMuseum Collaboration (see descriptions of these categories on pp. 11-13).
Amount of grant: Up to $100,000.
Grant period:
Up to one year.
Cost sharing:
Cost sharing of at least one third is encouraged.
Level II Collaborative Planning Grants support workshops, symposia, or other convenings of
experts with the purpose of fostering discussion and consideration of nationally important issues
to libraries, archives, and/or museums. Grant-supported meetings are expected to actively
engage their intended communities and produce white papers (and potentially other
publications, print or digital) to be broadly disseminated. The white paper is required to identify
the national challenges and opportunities discussed at the meeting and to outline
recommendations for future actions, community priorities, and/or potential research agendas.
Meetings and their associated white papers should catalyze new directions for partnerships and
provide information and inspiration for multiple National Leadership Grant proposals.

Funds may support the full range of planning components, including salaries, consultant fees,
travel, meeting costs, services, supplies, and the costs of development and dissemination of the
final report.
Applicants for Level II Collaborative Planning Grants must follow the National Leadership Grants
application instructions (see pp. 29-50), but are not required to address the Sustainability
criterion.

PARTNERSHIPS
While partnerships are not required in all National Leadership Grant categories, the Institute has
found that involving carefully chosen partners with complementary competencies and resources
can create powerful synergies that extend project impact. When appropriate and meaningful,
partnerships stimulate a broader community perspective and extend the impact of libraries,
archives, and museums by leveraging the resources and efforts of all partners.
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 comprising the partnership members to
apply for the grant. The lead applicant serves as the fiscal agent for the project and must be an
eligible entity.
Each partner must complete a Partnership Statement form and be listed in section five of the
Program Information Sheet. The Partnership Statement should describe the activities each
partner organization plans to perform and the benefits they expect to receive from participating
in the project. The Partnership Statement binds each member of the partnership to every
statement and all assurances made by the applicant in the application.
By submitting the Partnership Statement form with the application, the applicant affirms that (1)
each 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.
Partnerships are encouraged for all National Leadership Grant categories, but they are
required for Library-Museum Collaboration Grants and both levels of Collaborative Planning
Grants. Please review the IMLS report, Partnerships for a Nation of Learners: Joining Forces,
Creating Value (www.imls.gov/pdf/PNLReport.pdf) for examples and best practices.

Library-Museum Collaboration Grants
The partnership must include both an eligible library entity and an eligible museum entity.
Additional partners may include community organizations, public broadcasters, private sector
organizations, and other institutions and agencies whose efforts may help to enhance library or
museum services. A library and museum under the control of one parent multipurpose
organization may apply in partnership, so long as each applicant has independent
administrative authority and a separately developed operating budget within the larger budget of
the parent organization. For example, a library and a museum both owned and operated by a
city government, but having separate facilities, separate staffs, and autonomous operations, are

eligible to apply as a partnership. However, neither a library that has an exhibition function nor a
museum with a library function constitutes an eligible partnership.

Collaborative Planning Grants: Levels I & II
The required partnership must include at least two institutions, one of which must be an eligible
library entity or an eligible museum entity.

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. Limit your use of professional jargon and spell out
any acronyms the first time they are used.
Ask others who have not been involved in the project to read your draft—they may notice an
important omission or weakness.
Contact your program officer for clarification of questions.
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 National Leadership Grants 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 or the Office of Museum Services at
202/653-4789 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 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 Grant activities may be carried out for a period of up to 3 years. Collaborative Planning
Grants are restricted to a period of up to 1 year.

Project Start Date
Project Grant funded projects may begin no earlier than October 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.
Collaborative Planning Grant funded projects may begin no earlier than August 1, 2010 and no
later than October 1, 2010. Projects must begin on the first day of the month and end on the last
day of the month.

Amount of Grant
Project Grants award amounts are $50,000–$1,000,000 in all categories. Collaborative Planning
Grants award amounts are up to $50,000 for Level 1 and up $100,000 for Level II. 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
and those applying for Collaborative Planning Grants—are required to provide cost sharing of
at least one half of the total cost of the project if the request for IMLS funds is equal to or more
than $250,000. Applicants who request less than $250,000 are encouraged to provide at least
one third of the total project cost from nonfederal sources. All listed expenses, including all cost
sharing, must be incurred during the grant period. IMLS (45 C.F.R. Chapter XI) and
government-wide administrative, cost, and audit rules and requirements apply, including
appropriate OMB circulars. Federal funds may not be used to meet cost-sharing
requirements.
Because research benefits the museum, library, and information sciences communities beyond
any one institution, IMLS does not require a match for research proposals. However, applicants
for research grants are encouraged to provide at least one third of the total cost of the project
from nonfederal sources. IMLS will consider cost-sharing contributions as a competitive factor
when evaluating research proposals (see “Evaluation Criteria,” pp. 37-41).
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.

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. IMLS (45 C.F.R. Chapter XI) and government-wide administrative, cost,
and audit rules and requirements apply, including appropriate OMB circulars.

Project Evaluation
At the end of the project all grantees are required to submit a final performance report that
documents project goals and project design, and that provides an analysis of the project. The
report requires quantitative information on project activities and audiences reached. The report
also requires quantitative and qualitative data that documents project achievements,
summarizes lessons learned, and documents outcomes (changes in individual’s knowledge,
skills, attitudes, behaviors, etc.) and, if applicable, large-scale or long-term results that affect
one or more institutions, communities, or fields.
Applicants should include information in the application narrative that demonstrates that the
project plan and evaluation design will enable the grantee to provide the data and analysis
necessary to meet the requirements of the final report. See the final report form at
www.imls.gov/recipients/administration.shtm.
IMLS encourages the use of an approach called outcome-based evaluation (OBE) when it is
appropriate for the type of project to be conducted. Any project that identifies learning or
education for any audience among its goals should plan to measure representative outcomes
for that aspect of its work. Information about evaluation is available on the IMLS Web site at
www.imls.gov/applicants/obe.shtm or on request from IMLS.
IMLS encourages applicants to consider participating in Shaping Outcomes, a Web-based
course for which information is available at www.shapingoutcomes.org, or a similar learning
experience in advance of application. Such programs are intended to help planners refine their
purposes and evaluation plans.

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.
Project Grant applicants will be notified by IMLS of final decisions by late September 2010.
Collaborative Planning Grant applicants will be notified by IMLS of final decisions by late July
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.
Details regarding grant administration are located on the IMLS Web site at
www.imls.gov/recipients/administration.shtm.

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,” pp. 910), the application will be rejected without evaluation and the applicant notified by IMLS.
Applicants are encouraged to call IMLS Senior Program Officers for the National Leadership
Grants program before submission of their applications to discuss and resolve any questions or
concerns. Contact information for the National Leadership Grants program staff can be found on
the IMLS Web site at www.imls.gov/applicants/grants/nationalLeadership.shtm or at the front of
these guidelines.
All eligible and complete applications for National Leadership Grants will be evaluated by peerreview panels. 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 evaluation applying the review criteria identified with the narrative
questions on pages 37-41. A copy of the reviewer handbook is located on the IMLS Web site at
www.imls.gov/reviewers/resources.shtm.
For a list of funded projects, search the Awarded Grants database at www.imls.gov/search.asp.
Examples of applications may be found at www.imls.gov/applicants/sample.shtm.

GUIDANCE FOR PROJECTS THAT DEVELOP DIGITAL
PRODUCTS
Information to Include in Proposal
Digital products can include digitized collections, software, information systems, data sets and
other technology tools or digital assets. In the proposal narrative, include a description of the
subject matter and nature of the digital product. If it is a digital collection, explain its significance,
including relationships to topically related digital content. Explain how the material to be
included in the project was or will be selected. If the project requires conversion or repurposing
of existing digital content, describe the additional value this process will bring to the materials,
such as enabling innovative new uses or attracting new audiences. If the project builds or
repurposes software, tools, or other technology products, describe how the code will be
documented and distributed; if the digital product is a data set, please describe its data format.
Describe how potential users will discover and have access to any new digital products. Also,
the Specifications for Projects That Develop Digital Products form must be completed and
submitted as part of the project application.

Interoperability
Project design should demonstrate the use of existing standards and best practices for digital
material where applicable; products should be interoperable with other digital content or
information systems where appropriate.
National Leadership Grantees creating digital collections are expected to participate in the IMLS
Digital Collection Registry currently operated by the University of Illinois at Urbana-Champaign.
The Grainger Library has created a registry and a metadata repository of collections digitized
with IMLS funding. (See the project site at http://imlsdcc.grainger.uiuc.edu.)

Project Plans
Projects that include digital conversion are strongly encouraged to develop a digitization plan
before writing the grant application.
Projects developing technology tools (software, widgets, plug-ins, etc.) should include plans for
creating technical documentation on project product’s construction, implementation, and use.

Resources for Projects Developing Digital Products
IMLS has published A Framework of Guidance for Building Good Digital Collections as a
resource for applicants planning digital projects. This document is now maintained by the
National Information Standards Organization (NISO) and is available at
http://framework.niso.org/. The third edition of this document contains links to many Web sites
with useful information for planning and implementing digital projects. IMLS offers a wealth of
information, including lists of funded digital projects, on our Web site at www.imls.gov.
The list of resources below, provided to help you learn more about digital projects, is neither
exhaustive nor an endorsement by IMLS of any particular resource.

Training
Many universities, organizations, and businesses provide training in digitization and related
topics. TFhe following are examples only—check the general resource lists for leads to more
training opportunities and the topic lists below for training resources in specific subject areas.
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www.library.cornell.edu/preservation/tutorial/contents.html—Moving Theory into Practice:
Digital Imaging Tutorial, by Cornell University Department of Preservation and Collections
Maintenance.
www.lyrasis.org—offers training in digital imaging, copyright, digital preservation, and other
related topics.
www.oclc.org/us/en/community/education/regional/usa/—OCLC (Online Computer Library
Center) provides seminars, workshops, and online training in digital projects, preservation,
copyright, and other topics related to digitization.
www.nedcc.org/education/introduction.php—Northeast Document Conservation Center.
www.imagepermanenceinstitute.org/shtml_sub/education.asp—Image Permanence
Institute.

General
• www.bcr.org/cdp/best/index.html—Bibliographical Center for Research’s Collaborative
Digitization Program offers many digitization resources that include information about
copyright, metadata, digitization standards, and administrative concerns.
• http://memory.loc.gov/ammem/about/techIn.html—Building Digital Collections: A Technical
Overview, Library of Congress American Memory Project.
• www.archives.gov/preservation/technical/guidelines.html—Technical Guidelines for
Digitizing Archival Materials for Electronic Access: Creation of Production Master Files–
Raster Images, by Steven Puglia, Jeffrey Reed, and Erin Rhodes, U.S. National Archives
and Records Administration.
• http://sunsite3.berkeley.edu/imaging—Digitizing Images and Text, the Berkeley Digital
Library portal links to resources on digitization projects, resources, and tools.
• www.mainememory.net/cp/cp_resources.shtml—The Maine Memory Network provides
guidance and resources for its contributing cultural institutions such as libraries, museums,
archives, and historical societies.
• http://images.library.uiuc.edu/resources/links.htm—The University of Illinois at UrbanaChampaign Digital Imaging Media Technology Initiative provides resources about many
digitization topics, including a listing of current imaging programs, organizations, and
committees.
• http://chnm.gmu.edu/labs/mobile-for-museums/—George Mason University’s Center for
History and New Media provides a brief overview of what is being done with mobile
technologies in the museum world and offers suggestions based on this research on how to
economically provide mobile users with a positive experience.
• www.chin.gc.ca/English—The Canadian Heritage Information Network has information on
creating and managing digital content, with a focus on museum collections.
• www.nedcc.org/resources/digitalhandbook/tofc.htm—the Handbook for Digital Projects: A
Management Tool for Preservation and Access, a Northeast Document Conservation Center
site, offers nine chapters from a handbook on project management, scanning, copyright
issues, technical topics, best practices, vendor relations, and longevity. Includes many links
to related sites.
• www.diglib.org/publications.htm—The Digital Library Federation has publications on a range
of topics, including digital image management and preservation.

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http://wiki.bibalex.org/DAFWiki/index.php/Main_Page—Bibliotheca Alexandrina provides
Digital Assets Factory (DAF) digitization workflow tools.
www.asis.org/Bulletin/Jun-04—The Bulletin of the American Society for Information Science
and Technology, vol. 30, no. 5, June/July 2004, contains a special section about online
museum information.
http://bcr-lists.org/mailman/listinfo/digistates—DigiStates online discussion list for people
working on collaborative statewide projects for the digitization of cultural heritage resources.
www.gdfr.info/—Global Digital Format Registry.
www.clir.org/pubs/reports/index.html—Council on Library and Information Resources (CLIR)
has published more than 125 reports on topics relating to preservation, digital libraries,
economics of information, trends in information use, international developments, and the
changing role of the library.

Metadata
• www.niso.org/standards/resources/Metadata_Demystified.pdf—Metadata Demystified, by
Amy Brand, Frank Daly, and Barbara Meyers (Sheridan Press and NISO Press, 2003).
• www.getty.edu/research/conducting_research/standards—Data Standards and Guidelines,
Getty Standards and Digital Resource Management Program, Getty Research Institute.
• www.oclc.org/programs/ourwork/past/culturalmaterials/RLG_desc_metadata.pdf—
Descriptive Metadata Guidelines for RLG Cultural Materials, by the OCLC Research Library
Group.
• http://webservices.itcs.umich.edu/mediawiki/oaibp/?PublicTOC—Best Practices for OAI
Data Provider Implementations and Shareable Metadata, by the Digital Library Federation
and the National Science Digital Library.
• www.pbcore.utah.edu/PBCore—PBCore: Public Broadcasting Metadata Dictionary, for
public broadcasters’ television, radio, and Web activities.
• www.digitizationguidelines.gov—collaborative effort by federal agencies formed as a group
in 2007 to define common guidelines, methods, and practices to digitize historical content in
a sustainable manner. Detailed information for still and moving image digitization.
• www.loc.gov/standards—Library of Congress Digital Library Standards.
• www.diglib.org/standards.htm—Digital Library Standards and Practices, Digital Library
Federation.
• www.bcr.org/cdp/digitaltbl—digital toolbox for the Bibliographic Center for Research’s (BCR)
Collaborative Digitization Program (CDP).
• www.openarchives.org—Open Archives Initiative, OAI-PMH and OAI-ORE.
Preservation of Digital Material
• www.icpsr.umich.edu/dpm—Digital Preservation Management: Implementing Short-term
Strategies for Long-term Problems, a tutorial by the Cornell University Department of
Preservation and Collections Maintenance.
• www.dlib.org—D-Lib Magazine has many articles on preservation of digital materials.
• www.imls.gov/collections/resources/care_dig.htm—Care for Collections: Digital Materials,
Connecting to Collections Guide to Online Resources, Institute of Museum and Library
Services.
• www.dcc.ac.uk—Digital Curation Centre.
• www.ariadne.ac.uk/issue50/pennock-rvw—Review by Maureen Pennock of Digital
Preservation, edited by Marilyn Deegan and Simon Tanner, Ariadne, Issue 50, 30 January
2007.
• www.digitalpreservation.gov—digital preservation Web site of the Library of Congress.

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www.digitalpreservation.gov/partners/resources/tools—a list of tools and services designed,
developed, or used by National Digital Information Infrastructure and Preservation Program
(NDIIPP) partners during their projects, on the digital preservation Web site of the Library of
Congress.

Intellectual Property/Open Access Tools
• www.umuc.edu/distance/odell/cip/cip.shtml—Center for Intellectual Property, University of
Maryland University College.
• www.copyright.cornell.edu—Cornell University’s Copyright Information Center.
• http://librarycopyright.net/digitalslider—a digital slider for determining copyright protection.
• www.dfc.org—Digital Future Coalition.
• www.digitalpreservation.gov/library/resources/pubs/docs/digital_preservation_final_report20
08.pdf—International Study on the Impact of Copyright Law on Digital Preservation, a joint
report of the Library of Congress National Digital Information Infrastructure and Preservation
Program, the Joint Information Systems Committee, the Open Access to Knowledge (OAK)
Law Project, and the SURFfoundation.
• http://creativecommons.org/choose—Creative Commons licensing tools.
• www.arl.org/sparc/author—SPARC (Scholarly Publishing and Academic Resources
Coalition) author addendum to agreements with publishers.
• http://opensource.org/licenses—Open Source Initiative approved software licenses.
• www.archivists.org/standards/OWBP-V4.pdf—Society of American Archivists report that
provides methods to use when attempting to identify and locate copyright holders.
Universal Access
• www.w3.org/WAI—The World Wide Web Consortium’s guidance and resources on Web
accessibility for people with disabilities.
• http://trace.wisc.edu/world/web—The Trace Center’s Designing More Usable Web Sites
presents resources on universally accessible Web guidelines, compliance with Section 508,
and forums for discussing accessibility issues.
• http://webaim.org/—WebAIM is a nonprofit organization within the Center for Persons with
Disabilities at Utah State University.
• www.daisy.org/—the DAISY (Digital Accessible Information SYstem) Consortium is a
membership organization of talking book libraries formed to lead the worldwide transition
from analog to digital talking books and set technology standards and best practices in this
area.

PREPARING AND SUBMITTING
AN APPLICATION

GRANTS.GOV INFORMATION AND INSTRUCTIONS
Organizations that are applying under the February 1, 2010, deadline for the National
Leadership Grants 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 February 1, 2010.
While the deadline is February 1, 2010, 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
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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
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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
National Leadership Grants program package:
CFDA No: 45.312
Funding Opportunity Number: NLG-FY10
29

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.
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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 February 1,
2010, 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.
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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.
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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

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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: http://ww.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 National Leadership Grants program should include
the following materials. Each component is in one of the following formats:
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Grants.gov form: These forms are available only in the package downloaded from
Grants.gov.
IMLS PDF form: These forms are available in both Microsoft Word document and fill-in
PDF formats, and are located both in the downloaded Grants.gov file and on the IMLS
Web site. While the Word versions of the forms are provided for convenience, please
note that completed forms must be submitted as PDFs. For assistance in converting
documents to PDF, visit www.imls.gov/pdf/PDFConversion.pdf.
PDF document: Applicants should create these documents using their own word
processing or other software. Again, they must be attached to the application as
PDFs.

Note: IMLS will not convert files for applicants and will not accept file formats other than
PDF.
Component

Format

1. Face Sheet: the Application for Federal Domestic Assistance/Short
Organizational Form (SF-424s)

Grants.gov form

2. Abstract

Grants.gov form

3. Program Information Sheet

IMLS PDF form

4. Narrative: not to exceed ten pages

PDF document

5. Detailed Budget: replicated for each year of the project

IMLS PDF form

6. Summary Budget

IMLS PDF form

7. Budget justification

PDF document

8. Schedule of completion

PDF document

9. Specifications for Projects That Develop Digital Products (if
applicable)

IMLS PDF form

10. Partnership Statement (if applicable)

IMLS PDF form

11. Organizational profile

PDF document

12. List of key project staff and consultants

PDF document

13. Resumes for key project staff: not to exceed two pages per person

PDF document

14. Proof of nonprofit status (if applicable)

PDF document

15. Current federally negotiated rate for indirect costs (if applicable)

PDF document

16. Supporting documentation (if applicable)

PDF document

Attachments: Naming the Files and Their Sequence
The IMLS forms and text documents that are part of the application must each be saved as a
PDF that is named according to the list below. Note: IMLS will not convert files for applicants
and will not accept file formats other than PDF. For assistance in converting documents to PDF,
visit www.imls.gov/pdf/PDFConversion.pdf.
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

3
4
5

Summary Budget form

Summarybudget.pdf

Budget justification

Budgetjustification.pdf

Schedule of Completion

Scheduleofcompletion.pdf

Specifications for Projects That Develop
Digital Products form

Specificationsdigital.pdf

Partnership Statement form

PartnerJones.pdf
PartnerSmith.pdf
PartnerDoe.pdf
Etc.

10
11
12
Etc.

Organizational Profile

Organizationalprofile.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.

18
19
20
Etc.

SF-424s (Face Sheet)
The IMLS Face Sheet is the equivalent of 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 pages 9-10 (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 National Leadership 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 D-U-N-S®: All organizational applicants for federal funds must have a D-U-NS® 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. National Leadership Project Grant–funded projects must begin no earlier
than October 1, 2010, and no later than December 1, 2010. Collaborative Planning Grant–
funded projects may begin no earlier than August 1, 2010, and no later than October 1, 2010.
Start dates must be the first day of a month. End dates must be the last day of a month.
7. Project Director
Provide the requested information for the project director, who will be responsible for carrying
out the project and who will serve as the key contact person with IMLS regarding the progress
achieved under the grant. Leave the Social Security number blank. Select a prefix (even
though this field is not required on Grants.gov).
8. Primary Contact/Grants Administrator
Provide the requested information for the individual who should be contacted on all matters
involving this application and the administration of any grant that may be awarded. For colleges
and universities, this person is often a sponsored research, sponsored programs, or contracts
and grants officer. Leave the Social Security number blank. Select the appropriate prefix
(even though this field is not required on Grants.gov).
In some organizations, particularly smaller ones, this individual may be the same as the project
director. If this is the case, check the “Same as Project Director” box. (If the primary contact/
grants administrator is the same as the authorized representative, please complete all items
under both 8 and 9 even though there will be some repetition.)
9. Authorized Representative
Enter the name and contact information of the person who has the authority to apply for federal
support of the applicant’s activities and enter into legal agreements in the name of the applicant.
The authorized representative should not be the same person as the project director. By
checking the “I Agree” box at the top of item 9, this individual certifies the applicant’s compliance
with relevant federal requirements (see “IMLS Assurances and Certification,” pp. 51-55). 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 insofar as possible understandable to
a technically literate lay reader. The abstract must not include any proprietary or confidential
information.

Program Information Sheet
1. Applicant Information
a. Legal Name: Enter the legal name of the applicant.
b. and c. Organizational Unit and Address: If the eligible entity cannot apply for grants on its
own behalf, then enter the name and address of the entity in these spaces. For example, if 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 Category
Select the appropriate designations listed under “i. National Leadership Grants.”
1. Select the appropriate funding office:
• Museum
• Library
2. Select the type of funding:
• Project Grant
• Collaborative Planning Grant, Level I
• Collaborative Planning Grant, Level II
3. Select the grant category:
• Advancing Digital Resources
• Research
• Demonstration
• Library-Museum Collaboration
3. Request Information
a. IMLS Funds Requested: Enter the amount sought from IMLS.

b. Cost Share Amount: Enter the amount here. See “Award Information: Cost Sharing” on page
20 for further information about cost sharing requirements.
4. Museum Profile (Museum Applicants only)
Museum applicants to the National Leadership Grants program must answer all questions in this
section.
5. Project Partners
In the space provided, list all organizations that are official partners of the project. Each partner
listed in this section is required to complete and submit a Partnership Statement form to the lead
applicant institution for submission with the application.
6–8
Applicants for National Leadership Grants 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 sequentially.
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 National
Leadership Grants application narrative. The narrative should explain what need the project will
meet and 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
National Leadership Grants are intended for projects that are innovative and even risk taking.
They are not intended to support basic operational needs or incremental improvements.
Successful National Leadership Grant proposals result from careful planning, including
identification of a problem and its target audience, assessment of potential solutions,
development of a proposed approach, gathering of key people and resources to test or
demonstrate proposed solutions, and a plan to evaluate results. Partnerships among institutions
to achieve a broader vision and leverage resources are encouraged in all categories to
maximize the impact of federal funding.

Successful proposals demonstrate a clear sense of how projects benefit their communities and
contribute to the advancement of the library, archives, and/or museum fields. The most
competitive projects provide creative solutions to significant problems and develop models or
practices for other organizations to adapt or emulate to extend the benefit of federal support.
Innovation will be evaluated on three criteria:
1. degree that the project activities carry out more than incremental change,
2. degree of project’s potential impact on services, programs, and/or library, archival,
and/or museum professional practices,
3. degree the project results from and reflects a positive shift in underlying professional
assumptions, beliefs, and/or practices.
An idea need not be entirely new to demonstrate leadership potential and have innovative
impact. The best proposals may improve on or extend previous work in a significant way.
Successful proposals will explain how a proposed project builds on an existing base of
knowledge, including previous projects and/or published literature, and how results will benefit
the professional community as well as the public. Institutions of all sizes and types are
encouraged to develop projects that meet the specific needs of their counterparts across the
country.
Evaluation Criteria for Advancing Digital Resources, Research, Demonstration, and
Library-Museum Collaboration Grants
Assessment of Need
Describe the project’s intended audience and the audience needs that the project serves.
Discuss how the project will benefit this audience either through direct service or through
increased knowledge. Explain who will be able to use the model created by this project.
Evaluation Criteria
• Evidence that the applicant has identified an audience, performed a formal or informal
assessment of its needs, is aware of similar projects completed by other institutions, and
has developed the project and its goals as the best solution to answer those needs.
• Research proposals should frame the project in the context of current research and
explain what this project will contribute to the library, archives, and/or museum fields.
National Impact and Intended Results
Describe how the project innovatively addresses current issues that concern the library and/or
museum fields and will have a lasting impact on the field(s). Describe how the significance of
results will be determined.
Evaluation Criteria
• Degree to which the project reflects an understanding of current issues related to library,
archive, and/or museum services, creatively addresses issues facing museums and/or
libraries of similar size or discipline, and envisions change in the field that could result
from the project.
• Degree to which the project is likely to have a far-reaching impact through results or
products that serve multiple institutions and constituencies, or evidence that the project
is of sufficient scope to effect systemic change within and across organizations.

•
•
•
•

•

Evidence that the project will create, implement, and document workable models that
have the potential for successful, widespread adaptation where appropriate, or will
produce far-reaching results.
Degree to which project processes or outcomes have potential applications in other
settings and are made available so that others may adapt them for their own use.
Leadership proposals may carry a risk of failure, but should demonstrate how potential
benefits outweigh risks.
For projects that involve building digital collections, software, or other technology
products, in addition to the above criteria, evidence that the project demonstrates
interoperability and accessibility in its broadest context and potential for integration into
larger scale initiatives.
For research projects, evidence that the results will be generalizable and useful to the
library, archives, and/or museum communities.

Project Design and Evaluation Plan
Project Design
Describe the scope of the project, project goals and activities, the planning process, specifics of
project implementation, and the expected results. If the project is a partnership, describe how
information will be shared and decisions will be made between all parties involved. Describe the
relationship of the project to any similar projects in the library, archives, and/or museum fields.
Evaluation Plan
Describe the design, integration, and implementation of an assessment method that will
measure project outputs, outcomes, findings, and products. Include a description of evaluation
measures and indicators of success. Describe how the Evaluation Plan is an integral part of the
Project Design.
Evaluation Criteria
Proposal provides clear and convincing evidence that:
• the project proposes efficient, effective, and reasonable approaches to accomplish its
clear goals and objectives,
• the methodology and design are appropriate to the scope of the project,
• the project uses existing or emerging standards or best practices,
• the evaluation plan ties directly to project goals through measurable project outcomes,
findings, or products, and
• project evaluation will provide reliable information on which to judge impact or base
actions.
For Research projects, proposals should:
• pose the research questions concisely and clearly,
• thoroughly explain the chosen research methodology: how the questions will be
investigated, how data will be gathered and analyzed, how results will be evaluated, and
why a certain methodology is the appropriate one for the research activity, and
• provide evidence that results are likely to be valid, reliable, replicable, and generalizable.

Project Resources: Budget, Personnel, and Management
Describe institutional responsibilities for the project’s implementation and management.
Describe personnel who will complete project activities, and discuss their qualifications and

commitment to the project activities, particularly if they have other ongoing duties. Discuss the
budget allocated to accomplish project activities, including cost sharing. If the project includes a
partnership, discuss contributions to and benefits from the project for both the applicant and
partner organizations, and explain how information will be shared and decisions will be made.
Evaluation Criteria
• A clear description of how the applicant will effectively complete the project activities
through the deployment and management of resources including money, facilities,
equipment, and supplies.
• A cost-efficient, complete, and accurate budget that uses appropriate resources to fulfill
any cost-sharing requirement.
• Evidence that project personnel demonstrate appropriate experience and expertise and
will commit adequate time to accomplish project goals and activities.
• If the project includes a partnership, evidence that all partners are active contributors to
and beneficiaries of the partnership activities.
Dissemination
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. Discuss the two
parts of dissemination: (1) to the professional field, and (2) to the audience for the project’s
products. Describe how new products and services will reach the audiences described in the
first criterion, Assessment of Need. Discuss how communication plans will use a variety of
appropriate media to reach appropriate audiences. If developing software or other technology
tools, describe how these will be made available to the public for reuse and implementation.
See www.imls.gov/recipients/communication.shtm for dissemination ideas.
Examples include, but are not limited to, Webcasts, podcasts, e-mailings, 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.
Evaluation Criteria
• Extent to which the results, products, models, findings, processes, and benefits of this
project will be made transparent and accessible through effective communication
channels to the museum, library, and/or archiving fields, and to other professional
organizations and communities, as appropriate.
• Extent to which communities described in the Needs Assessment section will benefit.
Sustainability
Describe how the applicant will continue to support the project or its results and/or the new
model beyond the grant period.
Evaluation Criteria
• Extent to which the project’s benefits will continue beyond the grant period, either
through ongoing institutional support of project activities or products, Web sites, and
development of institutional expertise and capacity, or through broad long-term access
to project products.
• Extent to which the project will lead to systemic change within the institution as well as
within the museum, archives, and/or library fields.

•

For projects that produce digitized collections, software, information systems, and other
technology tools, in addition to the above criteria, the extent that project plans address
activities to preserve and sustain the resulting digital products. For more information,
please refer to the digital preservation resources listed on page 26. Proposals should
identify who will own copyright on the digital products and describe any restrictions
placed on collection or product use during and after the grant period. Plans for
preservation and maintenance of collections or other products during and after the
expiration of the grant period also should be described.
For research projects, the extent to which project findings, reports, and other research
products are made broadly available to the library, archives, and/or museum
communities, and enter into the knowledge base of the library, archives, and/or museum
fields.

Evaluation Criteria for Collaborative Planning Grants, Levels I and II
Assessment of Need
Degree to which the project to be planned will benefit the intended audience.
National Impact and Intended Results
Degree to which the planning will result in a project likely to have a significant impact on current
issues in the field.
Project Design and Evaluation Plan
Degree to which the planning tasks are likely to result in clearly articulated goals and objectives
for the planned project. Evidence of an effective planning process that appropriately involves all
partners.
Project Resources: Budget, Personnel, and Management
Degree to which the budget, personnel, and management are sufficient to accomplish the
specified planning tasks.
Dissemination (for Collaborative Planning Grant, Level II only)
Degree to which workshops, symposia, or other convenings’ process, results, and white paper
will be made transparent and accessible through effective communication channels in the
museum, library, and archive fields, and in other professional organizations and communities,
where appropriate.
Collaborative Planning Grant, Level I applicants do not need to address the
Dissemination and Sustainability criteria.
Collaborative Planning Grant, Level II applicants do not need to address the
Sustainability criterion.

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 referenced and explained
below.
Applicants requesting funding from the National Leadership Grants program must provide cost
sharing of at least one half of the total project cost if the request is for $250,000 or more.
Research proposals are exempt from this requirement. See “Award Information: Cost Sharing”
on page 20 for further information.
Detailed Budget
Applicants need to fill out a copy of the Detailed Budget Form for each year of the project. The
first copy of the budget form should begin on the project start date and end 12 months later.
Applicants using the PDF 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. If the number of staff exceeds the
number of rows allotted in this section, attach a complete itemization of all salaries and
wages as part of the budget justification.
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. In the budget justification,
please provide details explaining how fringe rates are applied and totals are calculated.
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 materials purchased specifically for
the proposed project. Permanent equipment is defined as nonexpendable personal

7.
8.

9.
10.

property having a useful life of more than one year and an acquisition cost of $5,000 or
more. Attach a complete itemization of these costs as part of the budget justification.
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.
Student Support: This does not apply to the National Leadership Grants program. Skip
this section.
Other Costs: Please do not use the “Other Costs” section to list items that did not fit in
the number of lines allotted for another section. If more lines are needed to list additional
items, this information should be summarized in the Detailed Budget form and a
complete, itemized list of costs should be included and explained in the budget
justification.
Total Direct Costs: The subtotal amounts from the previous eight sections will
automatically fill in.
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
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, travel, other stipends, and/or tuition may not be
included in the amount on which indirect costs are applied.
These instructions also apply to an organization that will function as a partner in undertaking
grant activities.
Indirect costs cannot be applied to Collaborative Planning Grants.
These instructions also apply to all organizations that function as partners in the grant’s
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 narrative document that explains and gives further detail about all
Detailed Budget line items. 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. Any
costs that were consolidated and summarized in the detailed budget form should be itemized
and explained within the appropriate section of the budget justification. The format of the
justification should follow the 10 section headings of the detailed budget form.
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.

Specifications for Projects That Develop Digital Products
For a list of resources that may help applicants complete this form, see pages 24-27. This list is
intended to assist applicants identify potentially helpful resources and is neither exhaustive nor
an endorsement by IMLS of any particular resource.
If there is not enough space on the form to provide complete answers to the questions, please
copy the questions to a separate document, answer them fully, and incorporate the document
(clearly named so as to be identifiable) into the supporting documentation portion of the
application.
Part I
Complete the appropriate sections. Select box A, B, C, D, or any combination of these boxes,
depending on the original material the applicant will be working with and the digital products that
will be developed.
Box A. Converting Non-Digital Material to Digital Format
A1 Explain the types of original non-digital materials to be selected for digitization, such as
text, photographs, three-dimensional art objects, archaeological artifacts, maps, motion
pictures, and video, and give the quantity of each type. For audio, video, and motion
picture materials, give the total number of minutes or hours to be digitized. Describe the
original format of each type of material to be digitized.
A2. Identify all use or access restrictions covering the original material to be digitized. Check
the intellectual property condition and give the corresponding percentage of the original
material to be digitized that is subject to restrictions.
A3. Describe the terms of access and use that will apply to the newly digitized material being
created by the project. Identify and explain any restrictions that will apply to the digitized
material, and specify what percentage if any of the total material will be subject to
restrictions. Examples are copyright, no downloading, and registration.

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.

A4. Explain what equipment and software will be used and include specifications that are
relevant to the work of the project (e.g., cameras with zoom capability, scanners,
servers, motorized object rigs). Equipment and software must be described, whether the
digitization will be completed in-house or outsourced to a contractor or partner.
Box B. Repurposing Existing Digital Content
B1. Explain the original materials whose digital form will be repurposed, such as digital text
(e.g., oral history transcripts), photographs, video, audio, and Web files, and give the
number of each type. Describe the digital format and the amount of material to be
repurposed.
B2. Identify copyright and other potential restrictions with regard to the original digital
material. Check the intellectual property condition and give the corresponding
percentage of the digital material to be repurposed.
B3. Describe the terms of access and use of the repurposed digital material. Identify and
explain any restrictions that will apply to the repurposed digital material, and specify
what percentage if any of the total material will be subject to restrictions. Examples are
copyright, no downloading, and registration.
B4. Explain what equipment and software will be used and include specifications that are
relevant to the work of the project. Equipment must be described whether the
repurposing will be completed in-house or outsourced to a contractor or partner.
Box C. Creating New Digital Content
C1. Explain the types of digital content to be created, such as digital text (e.g., oral history
transcripts), photographs, video, audio, and Web files, and give the quantity of each
type.
C2. Describe the plan to obtain releases/permissions from project content creators (e.g.,
filmmakers) and subjects (e.g., oral history interviewees).
C3. Describe the disposition of ownership of the new product. Describe how the new product
will be made available to the public. Explain the terms of access and conditions of use.
Identify and explain any restrictions that will apply to the new product, and specify what
percentage if any of the total material will be subject to restrictions.
C4. Explain what equipment and software will be used and include specifications that are
relevant to the work of the project (e.g., camera, audio recording equipment, video
recording equipment, encoding software, server). Equipment must be described whether
the content will be created in-house or outsourced to a contractor or partner.
Box D. Creating New Software Applications, Information Systems, or Other
Technology-Based Tools
D1. Explain the type of software or other technology tool that will be created (e.g., browser
plug-in, software extension, search tool, presentation interface).
D2. List the programming languages, platforms, software, or other applications and their
specifications being used.

D3. Describe disposition of ownership and use rights of new product. Describe how the new
product will be made available to the public. Explain the terms of access and conditions
of use.
D4. Describe how the tool extends or interoperates with existing applications, if applicable.
D5. Describe the development documentation process and technical description of the final
product.
Part II
Answer all questions.
1. Specify the file formats to be produced and the anticipated quality of each format (e.g.,
minimum resolution, depth, tone, pixel dimensions, file size, sampling rate, compression
ratio, frames per second). If watermarks or other access restriction features will be used,
explain. If producing multiple versions of a digital image, please provide information for
each file type (Preservation Master, Access, and Thumbnail versions).
2. Describe the medium that will be used to deliver the digital material or tool (e.g., Internet
streaming or download, broadcast, DVD).
3. Describe the underlying software to manage and/or present the content or hardware/
software dependencies required to run the application or technology tool.
4. Describe the plan for ensuring the technical quality of the digital product.
5. Explain how metadata (e.g. technical, descriptive, administrative, preservation) will be
produced and used to describe and manage the content. Include the standards that will
be used for data structure, content (e.g., thesauri), protocols, preservation and
administrative information, and communication of the content (e.g., MARC, EAD, Dublin
Core, PREMIS, PBCore, VRA Core Categories, or Categories for the Description of
Works of Art).
6. Describe plans for preserving and maintaining the digital files during and after the grant
period. The plan should cover storage systems, data standards, media to be used,
migration plans, data preservation plans, maintenance responsibilities, and commitment
of institutional funding support.
7. If content will be provided on the Internet, indicate agreement to submit collection level
records for digital products to the IMLS Digital Collection and Content Registry. State the
reasons for selecting alternative approaches.
8. Provide URL(s) for applicant’s previously digitized collections or other digital products, if
applicable. If the proposed digital collection will differ substantially in look and feel from
collections previously digitized, explain what the differences will be.

Partnership Statement
Complete a Partnership Statement form for each formal partner involved in the proposed project
and listed in section 5 of the Program Information Sheet. Partnership Statements are required
for all Collaborative Planning Grants and Library-Museum Collaboration Grants.

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. 32).
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 19 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 can and 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.

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 organization is a private, nonprofit organization (for those who selected “Private
Nonprofit” 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 one, single PDF
document).
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 DU-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
https://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. The following Web browsers are compatible with Grants.gov: Mozilla® Firefox® and Internet
Explorer® browsers on Windows systems; Mozilla® Firefox® and Safari® on Macintosh
systems.
8. Do not email, fax, or mail applications or any part of an application to IMLS. We will only
accept application documents that are submitted and successfully validated by Grants.gov.
9. The IMLS grant program guidelines contain extensive instructions and hints to help you with
this entire process. Please 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

Library and archive applicants should contact IMLS Senior Program Officers Rachel Frick
([email protected], 202/653-4) or Chuck Thomas ([email protected], 202/653-4663), or
Program Specialists Mary Allen ([email protected], 202/653-4687) or Robert Trio
([email protected], 202/653-4798); and museum applicants should contact Program Specialist
Jennifer Headley ([email protected], 202/653-4702) 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	2009-12-09
File Created	2009-11-20