Museum for America - draft

1
Introduction
The mission of the Institute of Museum and Library Services is to inspire libraries and museums to advance
innovation, lifelong learning, and cultural and civic engagement. We provide leadership through research, policy
development, and grant making.
U.S. museums and libraries are at the forefront in the movement to create a nation of learners. As stewards of
cultural heritage with rich, authentic content, libraries and museums provide learning experiences for everyone. IMLS
has adopted a new strategic plan for 2012-2016, “Creating a Nation of Learners.” In FY2013, each Museums for
America award will support one of the following three goals:
1.
2.
3.

IMLS places the learner at the center and supports engaging experiences in libraries and museums that
prepare people to be full participants in their local communities and our global society.
IMLS promotes museums and libraries as strong community anchors that enhance civic engagement,
cultural opportunities, and economic vitality.
IMLS supports exemplary stewardship of museum and library collections and promotes the use of
technology to facilitate discovery of knowledge and cultural heritage.

The goals focus on achieving positive public outcomes for communities and individuals; supporting the unique role of
museums and libraries in preserving and providing access to collections and content; and promoting library, museum,
and information service policies that ensure access to information for all Americans.
How are IMLS’s Strategic Plan goals reflected in the Museums for America grant categories?
Learning Experiences: These grants support museums as core providers of learning in conjunction with schools,
families and communities; providing access to collections, information and educational resources; encouraging the
use of technologies; and developing programs for specific segments of the public.
Community Anchors: These grants encourage leadership and innovation through local networks and partnerships;
support museums as part of economic development and revitalization in communities; stimulate greater collaboration;
and support the sharing of resources.
Collections Stewardship: These grants support the highest standards in conservation and care of the cultural,
historic, natural and scientific heritage of the United States to benefit future generations.

Supporting National Initiatives
For FY2013, IMLS continues to pursue its commitment to early learning by seeking proposals addressing learners
from ages 0-8 and their parents and caregivers. Museum applicants are encouraged to partner with community
organizations to address at least one of the challenges identified by the Campaign for Grade Level Reading including
school readiness, summer reading loss, and chronic school absence. Click here to learn more about this initiative.
Projects addressing the goals of the Campaign for Grade Level Reading should check the appropriate box on the
Program Information Sheet component of the application.

Program Information
What are Museums for America grants?
The goal of the Museums for America (MFA) program is to strengthen the ability of an individual museum to serve the
public more effectively by supporting high-priority activities that advance its mission, plans, and strategic goals and
objectives.
MFA grants support activities that strengthen museums as active resources for lifelong learning, as important
institutions in the establishment of livable communities, and as good stewards of the nation’s collections. MFA grants
can fund both new and ongoing museum activities and programs. Examples include planning, managing and
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conserving collections, improving public access, training, conducting programmatic research, school and public
programming, producing exhibitions, and integrating new or upgraded technologies into your operations.
Note to applicants: The FY2013 expanded Museums for America grant opportunity now encompasses those
types of proposals that were previously solicited through the Conservation Project Support program. IMLS
maintains its commitment to collections care, conservation, and preservation, and encourages a stepwise,
progressive approach to conservation. Applications in this category will be reviewed and evaluated by
conservation professionals.
What is the deadline for applying for a Museums for America grant?
The deadline for the FY2013 Museums for America grants is January 15, 2013.
What is the period of time in which my organization can conduct activities funded by a FY2013 MFA grant?
Projects must begin on October 1, November 1, or December 1, 2013. Projects must begin on the first day of the
month and end on the last day of the final month of the project. Generally, project activities supported by MFA grants
may be carried out for up to three years.
How much money can my institution apply for?
MFA grant awards range from $5,000 to $150,000, subject to the availability of funds and IMLS discretion.
Do we have to provide funds from other sources in order to be eligible for a MFA grant?
In order to receive a MFA grant, you must provide funds from non-federal sources in an amount that is equal to or
greater than the amount of the grant. Click here for further information on cost sharing.
How many applications can we submit to this program?
There is no limit on the number of applications your museum may submit to this program in FY2013.
What categories of funding are there in the MFA grant program?
There are three categories within the MFA program, and you will need to select one of them for your application.
Select a category that best supports your project proposal.
Learning Experiences
IMLS places the learner at the center and supports engaging experiences in museums that prepare people to be full
participants in their local communities and our global society. Projects should deliver high quality, inclusive,
accessible and audience-focused programs and services for lifelong learning in formal or informal settings.
Community Anchors
IMLS promotes museums as strong community anchors that enhance civic engagement, cultural opportunities, and
economic vitality. Projects should address common community challenges and demonstrate how your museum
improves the quality of life and enriches community members’ knowledge and understanding of critical local and
global issues, provides forums for community dialogue, and/or connects individuals to resources in the broader
community service infrastructure through its programs and services. Projects may include capacity-building activities
that position your museum to be more effective in fulfilling its role as a community anchor institution.
Collections Stewardship

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IMLS supports exemplary stewardship of museum collections and promotes the use of technology to facilitate
discovery of knowledge and cultural heritage. Projects should support the care and management of collections to
expand and sustain access for current and future generations. Projects should reflect systematic, holistic, logical
approaches to the documentation, preservation, and conservation of tangible and digital collections to sustain and
improve public access.
What activities may be funded under the Learning Experiences category?
Projects may include, but are not limited to, the following:
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Interpretive and educational program research, development, and delivery
Exhibition research, development, design, and fabrication
Website and social media content development, design, and delivery
Publication research, design, and printing
Training for staff, volunteers, and educators

Click here for examples of recently funded projects that support activities in the Learning Experiences category.
What activities may be funded under the Community Anchors category?
Projects may include, but are not limited to, the following:




Developing and delivering programs and services to strengthen the role of the museum as a core
component of the broader social and economic infrastructure of the community
Training staff and volunteers to support the museum’s role as a community anchor organization, with an
st
emphasis on assessing and evaluating community needs and building 21 century skills
Improving museum capacity in areas, such as
o Financial management
o Personnel organization and management
o Volunteer training and development
o Planning
o Policy development
o Technology enhancements

Click here for examples of recently funded projects that support activities in the Community Anchors category.
What activities may be funded under the Collections Stewardship category?
Projects may include, but are not limited to, the following:

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Planning for collections management, care, and conservation
Inventorying, registration, cataloguing, and documentation
Developing and enhancing collections databases
Rehousing
Digitization
Surveys (Click here for helpful information about collection surveys.)
Treatment of collections
Environmental improvements for collections storage and exhibit areas
Conservation research
Training of staff, volunteers, and interns in the care, management, and/or conservation of collections

Click here for examples of recently funded projects that support activities in the Collections Stewardship category.

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What requirements govern the use of IMLS funds?
You may only use IMLS funds for activities that may be funded under program-specific requirements of the Learning
Experiences, Community Anchors, and Collections Stewardship categories of these Museums for America
guidelines, and that are allowable under IMLS and government-wide cost principle rules, including OMB Circulars and
regulations. Call us with questions about the allowability of specific expenses.
How do I determine what costs are allowable?
In addition to program-specific requirements, organizations of similar types doing similar work with the federal
government must follow similar cost principles and procedures. Title 2 of the Code of Federal Regulations (CFR)
provides specific information on cost principles for allowable costs in Federal grants.
Consult these Museums for America program guidelines and the appropriate cost principles in the CFR to determine
the allowability of a proposed cost item in your budget proposal.
If your organization is a
Non-profit Organization
State, Local or Indian Tribal
Government
College or University

Then use these cost principles
2 CFR 230 (OMB Circular A-122)
2 CFR 225 (OMB Circular A-87)

Locate a copy of the CFR using
http://ecfr.gpoaccess.gov
http://ecfr.gpoaccess.gov

2 CFR 220 (OMB Circular A-21)

http://ecfr.gpoaccess.gov

What are some examples of allowable costs for the FY2013 Museums for America grants?
The following list includes some examples of allowable costs in this grant program. Please consult the appropriate
cost principles in the CFR for additional guidance on allowable costs.
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personnel salaries, wages, and fringe benefits
travel expenses for key project staff and consultants
materials, supplies, software, and equipment, including basic environmental monitoring equipment and
conservation supplies, related directly to project activities
heating, ventilation, and air conditioning (HVAC) equipment to improve collections storage and exhibit
environments
consultant fees
publication design and printing
services (e.g. design, technical support, printing, non-construction labor)
staff and volunteer training
internships/fellowships
contracts and subcontracts
indirect or overhead costs (read more about Indirect Costs)

What are some examples of unallowable costs for the FY2013 Museums for America grants?
The following list includes some examples of unallowable costs in this grant program. Please consult the appropriate
cost principles in the CFR for additional guidance on allowable costs.

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general museum fundraising costs, such as development office staff or other staff time devoted to general
fundraising
contributions to endowments
general museum operating support
acquisition of collections
general advertising or public relations costs designed solely to promote activities other than those related to
the specific project
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construction and renovation of museum facilities (generally, any activity involving contract labor of the
construction trades is not an allowable cost)
exhibit fabrication that involves contract labor of the construction trades
reconstruction or renovation of historic sites
social activities, ceremonies, receptions, or entertainment
subgrants or subawards
pre-award costs

If you have questions about allowable costs, please call us for guidance.
Are partners required for MFA?
Partners may strengthen a MFA application, if they are appropriate to the project, but they are not required. An
application may include one or more partners. The lead applicant must be eligible to apply as an individual entity, and
all partners should be active contributors to project activities. Please note that we encourage the lead applicant to
include a letter of support from each partner. Read more about partners.

Eligibility
Is my organization eligible for an award under the FY2013 Museums for America program?
To be eligible for an award under the FY2013 Museums for America program, you must be an organization that
meets all three of the following criteria:
(1) You must be either a unit of State or local government or be a private nonprofit organization that has
tax-exempt status under the Internal Revenue Code;
(2) You must be located in one of the 50 States of the United States of America, the District of Columbia,
the Commonwealth of Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, the
Commonwealth of the Northern Mariana Islands, the Republic of the Marshall Islands, the Federated
States of Micronesia, or the Republic of Palau; and
(3) You must qualify as one of the following:
(a) A museum that, using a professional staff, 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 is owns or operates.
What types of museums are eligible?
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 center,
planetariums, science/technology centers, specialized museums (limited to a single distinct
subject), and zoological parks.
What does it mean to be using a professional staff?
An institution uses a professional staff if it employs at least one staff member, or the full-time
equivalent, whether paid or unpaid, primarily engaged in the acquisition, care, or exhibition to the
public of objects owned or used by the institution.

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What does it mean to exhibit the objects to the general public?
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 which does not have the exhibition of objects as a primary purpose and/or does not
exhibit objects to the public for at least 120 days a year may be determined to be eligible as a
museum under certain circumstances. For more information, please see 45 CFR §1180.2(d).
(http://ecfr.gpoaccess.gov/)
(b) A public or private nonprofit agency which is responsible for the operation of a museum may apply
on behalf of the museum.
If my museum is located within a parent organization, can my museum apply on its own?
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)
(2)
(3)
(4)

is able to independently fulfill all the eligibility requirements listed in the above three criteria;
functions as a discrete unit within the parent organization;
has its own fully segregated and itemized operating budget; and
has the authority to make the application on its own.

When any of the last three conditions cannot be met, a museum may only apply through its parent organization.
Is a nonprofit organization eligible if it is affiliated with a museum?
IMLS may determine that a nonprofit organization that is affiliated with a museum is eligible for this program where
the organization can demonstrate that it has the ability to administer the project and can ensure compliance with the
terms of these guidelines and the applicable law, including the Assurances and Certifications. The applicant
organization must submit an agreement from the museum that details the activities that the applicant and museum
will perform and binds the museum to the statements and assurances made in the grant application.

Registration Requirements
Before submitting an application, your organization must have a current and active D-U-N-S® Number, CCR
registration, and Grants.gov registration. Check your materials and registrations well in advance of the application
deadline to ensure that they are accurate, current, and active.
What is a D-U-N-S® Number and how do I get one?
Read more about Getting a D-U-N-S® Number.
What is the CCR and how do I register?
Read more about CCR Registration.
What is Grants.gov and how do I register?
Read more about Grants.gov Registration and Tips for Using Grants.gov.

Preparing and Submitting an Application
WE MAKE GRANTS ONLY TO ELIGIBLE APPLICANTS THAT SUBMIT COMPLETE APPLICATIONS,
INCLUDING ATTACHMENTS, ON OR BEFORE THE DEADLINE.
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For the FY2013 Museums for America grants, Grants.gov will accept applications through 11:59 p.m. Eastern Time
on January 15, 2013.
We strongly recommend that you REGISTER EARLY and COMPLETE AND SUBMIT THE APPLICATION EARLY.
Click here to learn more about Grants.gov: www.grants.gov/applicants/apply_for_grants.jsp
Use one of the following identifiers to locate the Museums for America Grants package in Grants.gov:
CFDA No: ________, or
Funding Opportunity Number: ___________
What documents are required to make a complete application?
The Table of Application Components below will help you prepare a complete and eligible application. Links to more
information and instructions for completing each application component are provided in the table. Applications
missing any Required Documents or Conditionally Required Documents from this list will be considered
incomplete and will be rejected from further consideration.
How should the application components be formatted, named, and sequenced?


Document format: Aside from the first two documents listed below which are created in Grants.gov, all
application components must be submitted as PDF documents.



Page limits: Note page limits listed below. We will remove any pages above the limit, and we will not send
them to reviewers as part of your application.

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Naming convention: Use the naming convention indicated below.



Document order: In Grants.gov, append all application components in the sequence listed below. Use all
available spaces in the “Mandatory Documents for Submission” box first. You should append any remaining
application components in the “Optional Documents for Submission” box.



Complete applications: Use the table below as a checklist to ensure that you have created and attached all
necessary application components.

If you create a document in Microsoft® Word, you must convert it to PDF format before submitting. For assistance in
converting documents to PDF, visit www.grants.gov/help/download_software.jsp#pdf_conversion_programs. Also,
please do not send secured PDFs because we cannot process these files.
Table of Application Components
Component

Format

File name to use

Application for Federal Assistance (SF-424S)

Grants.gov
form

n/a

Abstract (to be uploaded through Grants.gov) (one page, max.)

Text
document
that you
create

n/a

Required Documents

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Program Information Sheet

IMLS PDF
form

Programinfo.pdf

Organizational Profile (one page, max.)

PDF
document

Organizationalprofile.pdf

Strategic Plan Summary (two pages, max.)

PDF
document

Strategicplan.pdf

Narrative (seven pages, max.)

PDF
document

Narrative.pdf

Schedule of Completion (one page per year, max.)

PDF
document

Scheduleofcompletion.pdf

Detailed Budget Form (by year, as appropriate)

IMLS PDF
form

Detailedbudgetyear1.pdf
Detailedbudgetyear2.pdf
Detailedbudgetyear3.pdf

Summary Budget Form

IMLS PDF
form

Summarybudget.pdf

Budget Justification

PDF
document

Budgetjustification.pdf

List of Key Project Staff and Consultants (one page, max.)

PDF
document

Projectstaff.pdf

Resumes of Key Project Staff and Consultants that appear on the list
above (two pages each, max.)

PDF
document

Resumes.pdf

Conditionally Required Documents
Proof of Nonprofit Status

PDF
document

Proofnonprofit.pdf

Federally Negotiated Indirect Cost Rate Agreement

PDF
document

Indirectcostrate.pdf

Specifications for Projects that Develop Digital Products Form

IMLS PDF
form

Specificationsdigital.pdf

PDF
document

Supportingdoc1.pdf
Supportingdoc2.pdf
Supportingdoc3.pdf
etc.

Supporting Documents
Information that supplements the narrative and supports the project
description provided in the application

Abstract
A project abstract should be no more than one page. Insert the text, which you generate through a word processing
program and save as a PDF, into the Abstract field in Grants.gov.
Information in the abstract should cover the following areas as related to the proposed project:



Who is the lead applicant and, if applicable, who are the partners?
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What need, problem or challenge will your project address?
What activities will you carry out and in what time frame?
What are your intended results and how will you measure success?
How will this project provide public benefit?

This abstract may be used for public information purposes, so it should be informative to other persons working in the
same or related fields, as well as to the lay reader. The abstract must not include any proprietary or confidential
information.
Program Information Sheet
1. Applicant Information
a. Legal Name: Enter 5a from the SF424S.
b. Applicant D-U-N-S® Number: Enter 5f from the SF424S.
c. Check Yes or No, and provide expiration date, if you check the Yes box. Please note that, before submitting an
application, your organization must have a current CCR registration.
d. Organizational Unit: If you cannot apply for grants on your own behalf, then enter your organizational unit’s name
and address in these spaces. For example, if your museum is part of a parent organization, such as a university, then
enter the name of the university under Legal Name and the museum as the Organizational Unit.
e. Organizational Unit Address: Be sure to include the four-digit extension on the ZIP code.
f. Organizational Governance: You should check the box that best characterizes your organization.
g. Organizational Unit Type: Select the one that most accurately describes your organization.
2. Organizational Financial Information
a-d: All applicants must provide the information requested.
3. Grant Program Information
Select one project category under d. Museums for America.
4. Check this box if your project addresses the Campaign for Grade Level Reading initiative.
5. Funding Request Information
a. IMLS Funds Requested: Enter the amount in dollars sought from IMLS.
b. Cost Share Amount: Enter the amount of non-federal funding you are providing, which must be at least one-half of
the total project cost. Read more about cost share.
6. Project Subject Area
Check the boxes that reflect the subject areas to be addressed by your project.
7. Population Served
Check the boxes that reflect the population(s) to be served by your project.
8. Museum Profile
Museum applicants must answer all questions (a - m) in this section.
9. Project Elements
Museums for America and National Leadership Grants-Museums applicants must complete this section.
Refer to the project category you selected in Question 3 above and check the box that reflects the primary element
that is core to your project. For conservation projects only, check additional box(es) corresponding to the material
type(s) that will be primarily affected by your project.
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Download Program Information Sheet:
Adobe® PDF (318 KB)
Microsoft® Word Document (118 KB)
Strategic Plan Summary
A strategic plan, sometimes called an institutional, long-range, or master plan, is the foundation for MFA project
proposals. Reviewers will use your strategic plan summary to understand how your project activities will further your
institutional goals and objectives. Please do not submit a copy of your institution’s entire strategic plan. The summary
submitted must not exceed two pages in length and should indicate when and by whom the plan was approved.
Narrative
How should my narrative document be formatted?
Limit the narrative to seven single-spaced, numbered pages. We will remove any pages above the sevenpage limit, and we will not send them to reviewers as part of your application.
Make sure your organization’s name appears at the top of each page. Use at least 0.5-inch margins on all
sides and a font size of at least twelve-point. See the instructions for "Supporting Documents" to provide
supplementary material.
How will my narrative be reviewed?
Reviewers with a variety of professional backgrounds will read these applications and advise us on their
merits. They will base their evaluations on the information presented in the application. Your project
narrative should therefore be clear, concise, and well organized with a minimum of technical jargon.
Review criteria are listed below for each section of the narrative. These criteria describe what the reviewers
are instructed to consider as they evaluate proposals. Keep these application review criteria in mind when
writing your narrative. Be certain to address the bullet points under each of the narrative sections as you
write. Address the sections of the narrative separately and in the same order in which they are listed below.
Narrative—Learning Experiences
The elements listed below will guide you as you write your narrative.
1.

Project Justification

What do you propose to do?
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What need, problem, or challenge will your project address?

Who or what will benefit from your project?
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What are the intended results of your project?
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How will your project advance your institution’s strategic plan?
Review Criteria:

Is the project clearly explained?
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Is the need, problem, or challenge to be addressed clearly identified and supported by relevant evidence?

Are the people who will benefit from the project clearly identified, and have they been involved in planning
this project?

Are the intended results well formulated and achievable?

Are the ways in which this project advances your institution’s strategic plan specific, actionable, and
measurable?
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
2.

Does the project align with the MFA learning experiences category? [Insert link to program description]

Project Work Plan
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What specific activities will you carry out?
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Who will plan, implement, and manage your pr

When and in what sequence will your activities occur?

What financial, personnel, and other resources will you need to carry out the activities?

What resources will your institution contribute to the project?

How will you track your progress toward achieving your intended results?

How and with whom will you share your project’s results?

If a budget surplus or deficit above or below 10% of your annual operating budget for any of the three most recently
completed fiscal years is shown on the Program Information Sheet, provide an explanation as part of this section of
the narrative.
Review Criteria:

Are the proposed activities, technologies, and/or methodologies informed by appropriate theory and
practice?

Are the technical details including all information required using the IMLS Specifications for Projects that
Develop Digital Products form provided for projects generating digital products?

Do the identified staff, partners, consultants, and service providers possess the experience and skills
necessary to complete the work successfully?

Is the schedule of work realistic and achievable?Are the time, personnel, and financial resources identified
appropriate for the scope and scale of the project?

Does the institution provide evidence of its capacity to carry out the project activities and meet the costshare requirement?

Is a clear methodology described for tracking the project’s progress and adjusting course when necessary?

Is there an effective plan for communicating results and/or sharing discoveries?
3.

Project Results

What knowledge, skills, behaviors and/or attitudes do you expect to change and among whom?

What tangible products (e.g. reports, inventories, catalogues, treatment plans, publications, presentations,
databases) will result from your project?

How will you measure success in achieving your intended results?

How will you sustain the project and/or its benefit(s)?
Review Criteria

Are the project’s intended results clearly articulated?

Will the tangible products be useful?

Are the measures of success in achieving results appropriate for the project?

Is there a reasonable and practical plan for sustaining the benefits of the project beyond the conclusion of
this grant?

Narrative—Community Anchors
The elements listed below will guide you as you write your narrative.
1.

Project Justification

What do you propose to do?

What need, problem, or challenge will your project address?

Who or what will benefit from your project?

What are the intended results of your project?

How will your project advance your institution’s strategic plan?
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Review Criteria:

Is the project clearly explained?

Is the need, problem, or challenge to be addressed clearly identified and supported by relevant evidence?

Are the people who will benefit from the project clearly identified, and have they been involved in planning
this project?

Are the intended results well formulated and achievable?

Are the ways in which this project advances your institution’s strategic plan specific, actionable, and
measurable?

Does the project align with the MFA community anchors category? [Insert link to program description]
2.

Project Work Plan

What specific activities will you carry out?

Who will plan, implement, and manage your project?

When and in what sequence will your activities occur?

What financial, personnel, and other resources will you need to carry out the activities?

What resources will your institution contribute to the project?

How will you track your progress toward achieving your intended results?

How and with whom will you share your project’s results?

If a budget surplus or deficit above or below 10% of your annual operating budget for any of the three most recently
completed fiscal years is shown on the Program Information Sheet, provide an explanation as part of this section of
the narrative.
Review Criteria:

Are the proposed activities, technologies, and/or methodologies informed by appropriate theory and
practice?

Are the technical details including all information required using the IMLS Specifications for Projects that
Develop Digital Products form provided for projects generating digital products?

Do the identified staff, partners, consultants, and service providers possess the experience and skills
necessary to complete the work successfully?

Is the schedule of work realistic and achievable?

Are the time, personnel, and financial resources identified appropriate for the scope and scale of the
project?

Does the institution provide evidence of its capacity to carry out the project activities and meet the costshare requirement?

Is a clear methodology described for tracking the project’s progress and adjusting course when necessary?

Is there an effective plan for communicating results and/or sharing discoveries?
3.

Project Results

What knowledge, skills, behaviors and/or attitudes do you expect to change and among whom?

What tangible products (e.g. reports, inventories, catalogues, treatment plans, publications, presentations,
databases) will result from your project?

How will you measure success in achieving your intended results?

How will you sustain the project and/or its benefit(s)?
Review Criteria

Are the project’s intended results clearly articulated?

Will the tangible products be useful?

Are the measures of success in achieving results appropriate for the project?

Is there a reasonable and practical plan for sustaining the benefits of the project beyond the conclusion of
this grant?
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Narrative—Collections Stewardship
The elements listed below will guide you as you write your narrative.
1.

Project Justification

What do you propose to do?

What need, problem, or challenge will your project address?

Who or what will benefit from your project?

What are the intended results of your project?

How will your project advance your institution’s strategic plan?
Review Criteria:

Is the project clearly explained?

Is the need, problem, or challenge to be addressed clearly identified and supported by relevant evidence?

Are the materials (e.g. objects, specimens, collections) that are the focus of the project and their current
condition described and quantified in sufficient detail?

Are the people who will benefit from the project clearly identified, and have they been involved in planning
this project?

Are the intended results well formulated and achievable?

Are the ways in which this project advances your institution’s strategic plan specific, actionable, and
measurable?

Does the project align with the MFA collections stewardship category? [Insert link to program description]

2.

Project Work Plan

What specific activities will you carry out?

Who will plan, implement, and manage your project?

When and in what sequence will your activities occur?

What financial, personnel, and other resources will you need to carry out the activities?

What resources will your institution contribute to the project?

How will you track your progress toward achieving your intended results?

How and with whom will you share your project’s results?

If a budget surplus or deficit above or below 10% of your annual operating budget for any of the three most recently
completed fiscal years is shown on the Program Information Sheet, provide an explanation as part of this section of
the narrative.
Review Criteria:

Are the proposed activities, technologies, and/or methodologies informed by appropriate theory and
practice?

Are the technical details including all information required using the IMLS Specifications for Projects that
Develop Digital Products form provided for projects generating digital products?

Do the identified staff, partners, consultants, and service providers possess the experience and skills
necessary to complete the work successfully?

Is the schedule of work realistic and achievable?

Are the time, personnel, and financial resources identified appropriate for the scope and scale of the
project?

Does the institution provide evidence of its capacity to carry out the project activities and meet the costshare requirement?

Is a clear methodology described for tracking the project’s progress and adjusting course when necessary?

Is there an effective plan for communicating results and/or sharing discoveries?
3.

Project Results

What knowledge, skills, behaviors and/or attitudes do you expect to change and among whom?
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




How will the care, condition, and/or management of the materials (e.g. objects, specimens, collections) that
define the focus of your project be improved?
What tangible products (e.g. reports, inventories, catalogues, treatment plans, publications, presentations,
databases) will result from your project
How will you measure success in achieving your intended results?
How will you sustain the project and/or its benefit(s)?

Review Criteria

Are the project’s intended results clearly articulated?

Will direct collections care, organizational capacity for collections care, and/or public awareness of the
importance of collection care be improved as a result of this project? (collections stewardship only)

Will the tangible products be useful?

Are the measures of success in achieving results appropriate for the project?

Is there a reasonable and practical plan for sustaining the benefits of the project beyond the conclusion of
this grant?
Conditionally Required Documents for Museums for America Grant Applications
If your organization is a private, nonprofit institution, you must submit a copy of the IRS letter indicating your eligibility
for nonprofit status under the applicable provision of the Internal Revenue Code of 1954, as amended. We will not
accept a letter of State sales tax exemption as proof of nonprofit status.
Please consult the table below to determine if any other additional documents are required. If any of the conditions in
the left column apply to your project, then the documents described in the right column are required. If you do not
provide them, your application will be considered incomplete and will be rejected from further consideration.
If your project involves …

Then you must include …

A federally negotiated indirect cost rate

A current copy of your Federally Negotiated Indirect Cost Rate
Agreement
Specifications for Projects that Develop Digital Products Form

A digital product (for example, a database of digital
images, new software program)
A Detailed Conservation Survey
An Environmental Survey
Environmental Improvements
Treatment

A document that identifies your institution’s conservation
priorities and describes how they were established*
A document that identifies your institution’s conservation
priorities and describes how they were established*
A document that identifies your institution’s conservation
priorities and describes how they were established*
A document that identifies your institution’s conservation
priorities and describes how they were established*
Detailed condition reports and/or treatment proposals for each
object, specimen, or group to be treated

*A document that identifies your institution’s conservation priorities and describes how they were established might
be one or more of the following:






A Conservation Assessment Program (CAP) report (funded by IMLS, and administered by Heritage
Preservation, Inc.)
A Preservation Assistance Grant (PAG) report (funded by the National Endowment for the Humanities)
A General Conservation Survey Report (funded by a prior CPS grant)
A similar survey report funded by local, state, regional, or private entities
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

A current Long-Range Conservation Plan approved by the organization’s administration and/or governing
body

In each of these cases, the document should include a comprehensive, institution-wide assessment of collections,
buildings if appropriate, and collections care policies. It should be created by professionally trained collections care
experts, most often conservators, who may be from outside the organization. However, a museum with appropriately
experienced conservation staff may conduct internal assessments and create its own report. You may submit the
entire report, an executive summary, or those sections pertinent to your proposed project. Your submission must,
however, effectively identify your institution’s conservation priorities and clearly demonstrate how they were
established.
Please note that we will not accept a collections management policy, a catalog/inventory list of objects, a building
facilities report, or a strategic plan as a substitute for this document.
Supporting Documents
You may submit other attachments of your choosing as part of your application package, but do not overload the
reviewers with too much information. These attachments should include only information that will supplement the
narrative and support the project description provided in the application. They should help reviewers envision your
project, but they should not be used to answer narrative questions. You may wish to consider the following:

















Letters of commitment from consultants, or other groups that will work closely with the applicant on this
project
Letters of commitment from partners who will receive grant funds or contribute substantive funds to the
completion of project activities
Letters of support from subject-matter experts who are familiar with your proposed project
Needs assessments (e.g., community needs assessment, formal or informal documentation used to justify,
evaluate, and plan projects, etc.)
Reports from planning activities
Collections, technology, or other departmental plans for the institution as applicable to the proposed project
Sample curriculum or equivalent description of training activities
Survey form template that shows the types of data you will collect during your General Conservation,
Detailed Conservation, or Environmental Survey
Photographs of existing conditions
Floor plans
Bibliography of references relevant to your proposed project design or evaluation strategy
Products or evaluations from previously completed or ongoing projects of a similar nature
Vendor quotes
Equipment specifications
Web links to relevant online materials

Note: When attaching these documents, give each one a specific title for clear identification. All Supporting
Documents must include dates of creation and authorship.

Assurances and Certifications
What Federal laws do I agree to comply with when I submit my application?
As an applicant for Federal funds, you must certify that you are responsible for complying with certain
nondiscrimination, debarment and suspension, drug-free workplace, and lobbying laws. These are outlined below and
are set out in more detail, along with other requirements, in the Assurances and Certifications. By signing the
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application form, which includes the Assurances and Certifications, you certify that you are in compliance with these
requirements and that you will maintain records and submit any reports that are necessary to ensure compliance.
Your failure to comply with these statutory and regulatory requirements may result in the suspension or termination of
your grant and require you to return funds to the government.
1. Nondiscrimination Statutes: You certify that you do not discriminate:






on the grounds of race, color, or national origin (including limited English proficiency), in accordance with
Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. §2000d et seq.);
on the grounds of disability, in accordance with Section 504 of the Rehabilitation Act of 1973, as amended
(29 U.S.C. §701 et seq., including §794);
on the basis of age, in accordance with the Age Discrimination in Employment Act of 1975, as amended (42
U.S.C. §6101 et seq.); and
on the basis of sex, in any education program or activity, in accordance with Title IX of the Education
Amendments of 1972 (20 U.S.C. §1681 et seq.).

2. Debarment and Suspension (2 C.F.R. Part 180 and 2 C.F.R. Part 3185):
You certify that neither you nor your principals: (a) are presently excluded or disqualified; (b) have been convicted
within the preceding three years of offenses listed in 2 C.F.R. §180.800 (including but not limited to: fraud, antitrust,
embezzlement, or offense indicating lack of business integrity) or have had a civil judgment rendered again you or
them for one of such 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 such offenses; or (d) have had
one or more public transactions (Federal, State, or local) terminated within the preceding three years for cause or
default. Where you are unable to certify to any of the above, you must attach an explanation to this application. You
must also comply with applicable sections of the OMB guidance in 2 C.F.R. Part 180, and include a term or condition
in lower-tier transactions requiring lower-tier participants to comply with subpart C of the OMB guidance in 2 C.F.R.
Part 180.
3. Federal Debt Status:
You certify that you are not delinquent in the repayment of any Federal debt. Examples include delinquent payroll or
other taxes, audit disallowances, and benefit overpayments.
4. Drug-Free Workplace:
You must provide a drug-free workplace by complying with the requirements of 2 C.F.R. Part 3186. This includes:
making a good faith effort to maintain a drug-free workplace; publishing a drug-free workplace statement; establishing
a drug-free awareness program for your employees; taking actions concerning employees who are convicted of
violating drug statutes in the workplace; and identifying (either at the time of your application or upon award, or in
documents that you keep on file in your offices) all known workplaces under your Federal awards.
5. Lobbying Activities (31 U.S.C. §1352):
You are subject to various restrictions against lobbying or attempting to influence a Federal employee or a Member of
Congress or congressional employees, in connection with legislation, appropriations, or the award or modification of a
Federal contract, grant, cooperative agreement, or loan. Certain additional restrictions apply if you are requesting
over $100,000 in Federal assistance. The Assurances and Certifications contain other general requirements that may
apply depending on the nature of your grant activity (for example, the Native American Graves Protection and
Repatriation Act of 1990 and the National Historic Preservation Act of 1966).

After You Apply
What is the application review process?
We use a peer review process to evaluate all eligible and complete applications. Reviewers are professionals in the
field with relevant knowledge and expertise in the types of project activities identified in the applications. They are
instructed to evaluate proposed projects according to the criteria identified in the program guidelines. The Director
takes into account the advice provided by the review process and makes final funding decisions consistent with the
purposes of the agency’s programs.
How can I serve as a reviewer?
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All competitive awards are reviewed by museum professionals who know the needs of communities, can share best
practices, and are well versed in the issues and concerns of museums today.
If you are interested in serving as a reviewer, you may submit your information through our online reviewer
application at www.imls.gov/reviewers/become.aspx. Please remember to attach your resume. Your information will
be considered, and if accepted, your name will be entered into our reviewer database. You will be contacted prior to
the next deadline regarding your availability to serve as a reviewer.
There are many benefits to reviewing applications, including enhancing your professional knowledge and serving the
museum community. If you are selected to serve, you will be helping IMLS and strengthening our grant review
process.
When will we find out if we have been selected to receive a grant?
No information about the status of an application will be released until the applications have been reviewed and all
deliberations are concluded. IMLS expects to notify both funded and unfunded applicants of final decisions by
September 2013. Funded projects may not begin earlier than October 1, 2013.

Acknowledgement and Publications/Work Products
What are IMLS’s requirements for publications and other products that result from a funded project?
Read more about Acknowledgement and Publications/Work Products

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