Aahc Nofo 2016

Museum Grants for African American History and Culture – FY16 Notice of Funding Opportunity
Federal Awarding Agency:

Institute of Museum and Library Services

Funding Opportunity Title:

Museum Grants for African American History and Culture

Announcement Type:

Notice of Funding Opportunity

Funding Opportunity Number:

AAHC-FY16

Catalog of Federal Financial Assistance
(CFDA) Number:

45.309

Due Date:

Submit through Grants.gov by 11:59 p.m. U.S. Eastern Time
on December 1, 2015

Anticipated Date of Notification of Award
Decisions:

July 2016 (subject to the availability of funds and IMLS
discretion)

Beginning Date of Period of Performance:

Not earlier than August 1, 2016

Equal Opportunity
IMLS-funded programs do not discriminate on the basis of race, color, national
origin, sex, disability, or age. For further information, email the Civil Rights
Officer at [email protected] or write to the Civil Rights Officer, Institute of
Museum and Library Services, 1800 M Street, NW, 9th Floor, Washington, DC
20036-5802.

Contents
A.

Program Description

B.

Federal Award
Information

C.

Eligibility Information

D.

Application and
Submission Information

E.

Application Review
Process

Museum Grants for African American History and Culture support projects that
improve the operations, care of collections, and development of professional
management at African American museums.

F.

Award Administration
Information

What are the characteristics of successful projects?

H.

A. Program Description
What is this grant program?

•
•
•

G. Contacts
Other Information

Institutional Impact: Projects improve the operations, care of
collections, or development of professional management for the organization.
In depth Knowledge: Applications reflect a thorough understanding of current practice and knowledge about
the subject matter.
Project-based Design: Work plans consist of a set of logical, interrelated activities tied directly to addressing
the key need or challenge identified in your application.

•

Demonstrable Results: Projects generate measureable results that tie directly to the need or challenge it
was designed to address.

What are the IMLS Agency-level goals?
The mission of the Institute of Museum and Library Services (IMLS) 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 and natural heritage with rich, authentic content, libraries and museums provide learning experiences for
everyone. In FY2016, each award under this program will support one of the following three goals of the IMLS
strategic plan for 2012-2016, Creating a Nation of Learners:
1.

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.

2.

IMLS promotes museums and libraries as strong community anchors that enhance civic engagement,
cultural opportunities, and economic vitality.

3.

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.
What are the funding categories and project categories for this program?
There are no funding categories or project categories in the AAHC program. You may apply for projects including, but
not limited to, the following activities:

•
•
•
•
•
•
•
•
•
•
•
•
•
•

Training for staff, volunteers, and educators
Internships/fellowships
Institutional, collections, and interpretive planning
Interpretive and educational program development and delivery
Exhibition development, design, and fabrication
Digital media development, design, and delivery
Publication research, design, and printing
Forums for community dialogue
Fostering partnerships among museums and/or institutions of higher education to address challenges facing
the African American museum community
Audience development and community outreach
Audience research and evaluation
Cataloguing, inventorying, documenting, and registration
Digitization activities designed to improve collections management
Conservation surveys, treatments, and environmental improvements for museum collections storage and
exhibit areas

Click here for samples of recently funded applications in the Museum Grants for African American History and Culture
program.
How much money can my institution apply for?
There are two funding levels available for AAHC grants:

•
•

$5,000 - $25,000
$25,001 - $150,000

Where can I find additional examples of projects funded by this program?
Click here to search awarded grants by program, category, and/or key word.
Where can I find the Authorizing Statute and Regulations for this Funding Opportunity?
Statute: 20 U.S.C. §9101 et seq., in particular, 20 U.S.C. 80r-5
Regulations: 45 CFR Chapter XI and 2 CFR Chapter XXXI
You are required to follow the IMLS regulations that are in effect at the time of the award.
PLEASE NOTE: The recent Office of Management and Budget (OMB) final guidance on Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards (Grant Reform) has streamlined and
consolidated grant requirements. The Grant Reform can be found at 2 CFR Part 200. With certain IMLS-specific
additions, IMLS regulations at 2 CFR Part 3187 formally adopt the 2 CFR Part 200 Grant Reform. The Grant Reform
as adopted by IMLS at 2 CFR Part 3187 will be effective for all awards made after December 26, 2014.

B. Federal Award Information
Total amount of funding expected to be awarded

$1,481,000

Anticipated number of awards

15

Range of awards

$5,000-$150,000

Average amount of funding per award

$99,000

Type of assistance instrument

Grant

Anticipated start date

Not earlier than August 1, 2016. Projects must begin on
August 1, September 1, or October 1, 2016.

Anticipated period of performance

August 2016-September 2019. Project activities may
generally be carried out for up to three years.

The funding in the above Federal Award Information is subject to the availability of funds and IMLS discretion.

C. Eligibility Information
What are the eligibility requirements for this program?
To be eligible for an award under the AAHC 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 taxexempt 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 whose primary purpose, as reflected in its mission, is African American life, art, history, and/or
culture, encompassing: the period of slavery; the era of Reconstruction; the Harlem renaissance; the civil rights
movement; and other periods of the African American diaspora; and 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 it owns or operates.
•

•

•

What types of institutions are included in the term “museum”?
If they otherwise meet these requirements, including the criteria in (3)(a) above, museums include, but are
not limited to, aquariums, arboretums, art museums, botanical gardens, children’s/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.
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.
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).
b.
A museum service organization or association whose primary purpose, as reflected in its mission, is to
support museums with a primary purpose of African American life, art, history and/or culture;
c.
A historically black college or university, as defined by the Higher Education Act of 1965, as amended, 20
U.S.C. Section 1061, and pursuant to Executive Order 13256, dated February 12, 2002; or
d.

A public or private nonprofit agency which is responsible for the operation of a museum that meets the eligibility
criteria in (a) above may apply on behalf of the museum.

Note to applicants: In order to receive an IMLS award, you must be in compliance with applicable
requirements and be in good standing on all active IMLS awards.
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 nonprofit entity,
such as a municipality, university, historical society, foundation, or cultural center, may apply on its own behalf if the
museum

•
•
•
•

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 this Notice of Funding Opportunity 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.
What are the requirements for cost sharing?
For the Museum Grants for African American History and Culture program, the requirements to provide cost share
from non-federal funds differ according to funding level:
AAHC Funding Level

Cost Share Requirement

$5,000 - $25,000

No cost share permitted*

$25,001 - $150,000

At least 1:1 cost share**

*If you include cost share in your budget for funding at the $5,000-$25,000 level, your application will be rejected from
further consideration.
**Cost sharing that appears in your project budget should be carefully calculated; awardees are expected to meet
their cost share commitments.
Click here for further information on cost sharing.
How many applications can we submit to this program?
If your museum submits an application at the $5,000-$25,000 funding level, you are limited to one application to the
FY2016 AAHC program.
If your museum submits an application at the $25,001 - $150,000 level, there is no limit on the number of applications
your museum may submit to this program.
What if I fail to meet the eligibility requirements?
We will not review or make awards to ineligible applicants. In order to receive an IMLS award, you must be eligible
and in compliance with applicable requirements and be in good standing on all active IMLS awards.

D. Application and Submission Information
Are there registration requirements in order to submit an application?
Before submitting an application, your organization must have a current and active D-U-N-S® Number, SAM.gov
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.
If your D-U-N-S® and SAM.gov registrations are not active and current at the time of submission, your application will
be rejected; if they are not active and current at the time of an award, your application cannot be funded.
What is a D-U-N-S® Number and how do I get one?
Before submitting an application, your organization must have a current and active D-U-N-S® Number, SAM.gov
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.

Click here to learn more about getting a D-U-N-S® Number.
What is the System for Award Management (SAM.gov) and how do I register?
Click here to learn more about SAM.gov Registration.
If your DUNS and SAM.gov registrations are not active and current at the time of submission, your application will be
rejected; if they are not active and current at the time of an award, your application cannot be funded.
What is Grants.gov?
Grants.gov is your place to FIND and APPLY for federal grants.
The Grants.gov program management office was established, in 2002, as a part of the President's Management
Agenda. Managed by the Department of Health and Human Services, Grants.gov is an E-Government initiative
operating under the governance of the Office of Management and Budget.
Under the President's Management Agenda, the office was chartered to deliver a system that provides a centralized
location for grant seekers to find and apply for federal funding opportunities. Today, the Grants.gov system houses
information on over 1,000 grant programs and vets grant applications for 26 federal grant-making agencies.
How can I find the application package on Grants.gov?
Use one of the following identifiers to locate the Museum Grants for African American History and Culture package in
Grants.gov:

•
•

CFDA No: 45.309, or
Funding Opportunity Number: AAHC-FY16

You must register with Grants.gov prior to submitting your application package. The multi-step registration process
generally cannot be completed in a single day. If you are not already registered, you should allow at least two weeks
for completing this one-time process. Do not wait until the day of the application deadline to register.
You do not need to complete the registration process to download the application package and begin to prepare your
material. However, you will need your Grants.gov User ID and password that you obtain during the registration
process to submit your application when it is complete.
We require all applicants to apply through Grants.gov. Please note that the entire completed application must be
submitted online through Grants.gov.
Click here to learn more about Grants.gov registration and Tips for Using Grants.gov.
Can I request an audio recording of this publication?
Upon request, we will provide an audio recording of this publication. Use Teletype (TTY/TDD) (for persons with
hearing difficulty): 202-653-4614
Can I request a paper copy of this publication?
If needed because of difficulty using Internet or for other accessibility reasons, you may also request paper copies of
the materials. Use the Museum Grants for African American History and Culture program web page for IMLS contact
information. We are available by phone at 202-653-4789.
What federal laws do I agree to comply with when I submit my application?

Click here to read the IMLS Assurances and Certifications
When and where must I submit my application?
For the Museum Grants for African American History and Culture program, Grants.gov will accept applications
through 11:59 p.m. U.S. Eastern Time on December 1, 2015.
We strongly recommend that you REGISTER EARLY for DUNS and SAM.gov and COMPLETE AND SUBMIT THE
APPLICATION EARLY. We make grants only to eligible applicants that submit complete applications, including
attachments, through Grants.gov, on or before the deadline.
Contact the Grants.gov help line (1-800-518-4726) for assistance with hardware and software issues, registration
issues, and technical problems. The help line is available 24 hours a day, seven days a week, except for federal
holidays, on which it is closed.
What happens after I submit my application to Grants.gov?
Once Grants.gov has received your submission, Grants.gov will send email messages regarding the progress of your
application through the system. Over the next two business days, you should receive two emails. The first will confirm
receipt of your application by the Grants.gov system and the second will indicate that the application has either been
successfully validated by the system prior to transmission to the grantor agency (IMLS) or has been rejected due to
errors. Once your submission is retrieved by the grantor agency, you will receive a third email. You can check the
status of your application(s) after submission in Grants.gov, by using the "Track My Application" feature. You may
also check the status of a submission by logging into your Grants.gov account using the Applicant Login and clicking
on the "Check Application Status" link.
What documents are required to make a complete application?
The Table of Application Components below will help you prepare a complete and eligible application. You will find
links to more information and instructions for completing each application component 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 SF424 listed below which is 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.
Naming convention: Use the naming conventions indicated in the table. IMPORTANT: You are limited to
using the following characters in all attachment file names: A-Z, a-z, 0-9, underscore (_), hyphen (-), space,
period. If you use any other characters when naming your attachment files, your application will be rejected.
Document order: In Grants.gov, attach all application components in the sequence listed below. Use all
available spaces in the "Attachments Form" first. Attach any additional application components using the
"Other Attachment File(s)" box.
Complete applications: Use the table below as a checklist to ensure that you have created and attached all
necessary application components.

Any document you create must be converted to PDF format before submitting it. Click here for assistance in
converting documents to PDF. Do not send secured or password-protected PDFs; we cannot process these files.

Note that IMLS does not permit the authorized representative to be the same person as the project director
on the SF-424-S.

Table of Complete Application Components
Format

File name to use

The Application for Federal Assistance/Short Organizational Form
(SF-424S)

Grants.gov
form

n/a

Abstract (one page, max.)

PDF
document

Abstract.pdf

IMLS Program Information Sheet

IMLS PDF
form

Programinfo.pdf

Organizational Profile (one page, max.)

PDF
document

Organizationalprofile.pdf

Narrative (five pages, max.)

PDF
document

Narrative.pdf

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

PDF
document

Scheduleofcompletion.pdf

IMLS Budget Form

IMLS PDF
form

Budget.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

Component
Required Documents

Conditionally Required Documents
Proof of Nonprofit Status

PDF
document

Proofnonprofit.pdf

Federally Negotiated Indirect Cost Rate Agreement

PDF
document

Indirectcostrate.pdf

Digital Stewardship Supplementary Information Form

IMLS PDF
form

Digitalstewardship.pdf

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

PDF
document

Supportingdoc1.pdf
Supportingdoc2.pdf
Supportingdoc3.pdf
etc.

Required Documents
The Application for Federal Assistance/Short Organizational Form (SF-424S)
Click here for instructions on:
How to Fill Out the SF-424S
Abstract
A project abstract must be no more than one page and address the following:

•
•
•
•
•
•

Who is the lead applicant and, if applicable, who are the partners?
What need, problem, or challenge will your project address, and how was it identified?
What activities will you carry out and in what time frame?
Who or what will benefit from your project?
What are your project’s intended outcomes?
How will you measure your success in achieving your intended outcomes?

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.
IMLS Program Information Sheet
Download IMLS Program Information Sheet:
Adobe® PDF (318 KB)
1. Applicant Information:
a.

Legal Name: From 5a on the SF424S.

b.

Organizational D-U-N-S® Number: From 5f on the SF424S.

c.

Expiration date of your SAM.gov registration: Enter the expiration date of your SAM.gov registration in the
fill-in field. Please note that before submitting an application, your organization must have a current
SAM.gov registration.

d.

Organizational Unit Name: 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 or library is part of a parent
organization, such as a university, then enter the name of the university under Legal Name, and the
museum or library as the Organizational Unit.

e.

Organizational Unit Address: Be sure to include the four-digit extension on the ZIP code.

f.

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 g. Museum Grants for African American History and Culture.
Select one funding level: $25,000 or less with no applicant cost share permitted; or more than $25,000 with
applicant cost share required.

4. Performance Goals: Select one of the three IMLS agency-level goals (a – c). Check at least one of the
performance goals listed beneath it. Note: If you select a performance goal(s) under agency-level goals a) Learning
or b) Community, click on the link below it to review the specific performance measure statement choices and the
information you will be required to collect and report on throughout the award period of performance.
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 onehalf of the total project cost if you are requesting more than $25,000.Click here for further information on
cost sharing. Enter $0 if you are requesting $25,000 or less in IMLS funds.

6. Population Served: Check the boxes that reflect the population(s) to be served by your project.
7. Museum Profile: Museum applicants must answer all questions (a – m) in this section. If you named an
organizational unit under 1d, this information must pertain to that unit.
8. Project Elements: AAHC applicants skip this section.
Narrative
Write a narrative that addresses the components listed and explained below. Limit the narrative to five single-spaced,
numbered pages. We will remove any pages above the five-page limit and we will not send them to reviewers as part
of your application.

•
•

Use Supporting Documents to provide supplementary material.
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 points.

How will my narrative be reviewed?
Reviewers with a variety of professional backgrounds read AAHC applications and advise us on their merits. They
base their evaluations on the information presented in the applications. 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 applications. Keep these review criteria in mind when writing your narrative.
How should my narrative be structured?
Structure your narrative according to the following outline, using the three section titles in the same order in which
they are listed here and addressing the bullet points beneath them. In each section, be mindful of the characteristics
of successful AAHC projects: They improve institutional operations, care of collections, or management; they reflect a
thorough understanding of current practice and knowledge; they have a project-based work plan; and they generate
measurable results that tie directly to the need or challenge.
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.
Please be advised that reviewers may also choose to visit your organization’s website, as listed on the SF-424S form
provided with this application.
1. Statement of Need

•
•
•
•
•

What do you propose to do?
What need, problem, or challenge will your project address and how was it identified?
Who or what will benefit from your project?
How will your project enhance the capacity of your institution?
How will your project address the goals of this program (as described above in section A. Program
Description – What is this grant program?)

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
the project?
Are the collections and/or records that are the focus of the project and their current condition described and
quantified in sufficient detail, if applicable?
Are the ways in which the project enhances the capacity of the institution specific, actionable, and
measurable?

2. Impact
Describe the intended performance goals and benefits of this project, as follows:

•
•
•
•
•

Referring to the Performance Goal(s) selected on the Program Information Sheet prepared for your
application, choose one or more Performance Measure Statement(s) appropriate for your project and
describe how you will collect and report the corresponding data.
Referring to your Statement of Need, describe your project’s intended results that will address the need,
problem, or challenge you have identified. These may be in addition to, but not instead of, the Performance
Goal(s) and Performance Measure Statement(s) referenced above.
How will the knowledge, skills, behaviors, and/or attitudes of the intended audience change as a result of
your project?
What tangible products will result from your project?
How will you sustain the benefit(s) of your project?

Review Criteria:

•
•
•
•
•

Is the plan for collecting and reporting data corresponding to the Performance Goal(s) and Performance
Measure Statement(s) selected for the project well designed and feasible?
Are the project’s intended results clearly articulated, appropriate and realistic, and linked to the need,
problem, or challenge addressed by the project?
Is the plan to effect meaningful change in knowledge, skills, behaviors, and/or attitudes solidly grounded and
appropriately structured?
Will the tangible products be useful?
Is there a reasonable and practical plan for sustaining the benefits of the project beyond the conclusion of
this award?
Incorporating Evaluation into Your Project
Click here for helpful information about evaluation.

3. Project Design

•
•
•

What specific activities, including evaluation and performance measurements, 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? Note: You must
include $2,000 per year in award funds for travel to attend IMLS-designated meetings.
How will you track your progress toward achieving your performance goals and intended results?
How and with whom will you share your project’s results?

•
•

Review Criteria:

•
•

Are the proposed activities informed by appropriate theory and practice?
Are the proposed evaluation activities and performance measurements appropriate for the project? Will they
result in valid, reliable, and generalizable findings?
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?
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?

•
•
•
•
•

For this section of the application, reviewers will consider information provided in the Narrative, Budget Forms,
Budget Justification, and Resumes.

Projects that primarily consist of research are not supported in this grant program.

In addition to following the instructions above, research project applications should also address each of the
following questions within the three sections of the Narrative portion.
•
•
•
•
•
•
•

What are the specific research questions this investigation will attempt to answer?
What is the relevance of the proposed research for current practice?
What research method(s) will be used to conduct the research?
What type of data will be gathered?
How will the data be analyzed?
How will the information be reported?
How will the research data be managed and made available for future use (as applicable)?

If an electronic dataset will be created as a result of the proposed research, you should complete the Digital
Stewardship Supplementary Information Form and include this form as part of your application. This form asks you
to summarize the dataset’s original purpose and scope; provide technical information about the dataset’s format,
structure, and content; explain what metadata will be created about the dataset and what standards and formats
will be used for the metadata; list any relevant hardware, software, or other dependencies for using the data;
identify a repository where the data and metadata will be archived, managed, and made accessible (if applicable);
and describe the long-term preservation plan for the dataset. If you do not expect your project to generate data,
please state this clearly in your narrative. Click here to learn more about the elements of an effective research
application.

Schedule of Completion
Click here for instructions on:
How to create the Schedule of Completion

Budget Form and Budget Justification
Click here for instructions on:
How to complete the Budget Documents
How do I construct my application budget?
Are there funding restrictions?
You may only use IMLS funds, and your cost sharing, for allowable costs as found in IMLS and OMB governmentwide cost-principle rules.
PLEASE NOTE: The recent Office of Management and Budget (OMB) final guidance on Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards (Grant Reform) has streamlined and
consolidated grant requirements. The Grant Reform can be found at 2 CFR Part 200. With certain IMLS-specific
additions, IMLS regulations at 2 CFR Part 3187 formally adopt the 2 CFR Part 200 Grant Reform. The Grant Reform
as adopted by IMLS at 2 CFR Part 3187 will be effective for all awards made after December 26, 2014.
What are some examples of allowable and unallowable costs?
The following list includes some examples of allowable costs, both for IMLS funds and for cost share (if applicable), in
this grant program. Please consult 2 CFR Part 200 for additional guidance on allowable costs.

•
•
•
•
•
•
•
•
•
•
•

personnel salaries, wages, and fringe benefits
travel expenses for key project staff and consultants
materials, supplies, software, and equipment 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
design, technical support, printing, and non-construction labor
staff and volunteer training
internships/fellowships
contracts and subcontracts
indirect or overhead costs

You must explain all proposed expenses in your Budget Justification.
The following list includes some examples of unallowable costs, both for IMLS funds and for cost share (if applicable),
in this grant program. Please consult the appropriate cost principles for additional guidance on unallowable costs.

•
•
•
•
•
•
•
•
•
•

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
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
pre-award costs

(Note: If you have questions about the allowability of specific activities, call IMLS staff for guidance.)

Are partner-related costs allowable?
Yes. Click here to learn more information about incorporating partners into your project.

Subawards and Contracts
In addition to the activities that you carry out directly, some project activities may be carried out by utilizing IMLS
funds for either subawards or contracts. It is your responsibility to make a case-by-case determination as to whether
each agreement you make for the disbursement of federal program funds casts the party receiving the funds in the
role of a subrecipient or a contractor. (See 2 CFR 200.330 (Subrecipient and contractor determinations)).
There are particular requirements for subawards that you must follow as a pass-through entity (a non-federal entity
that provides a subaward to a subrecipient to carry out part of a federal program). (See 2 CFR 200.74 (Pass-through
entity) and 2 CFR 200.331 (Requirements for pass-through entities)). There are other requirements that you must
follow if you contract for activities. (See sections 200.317 through 326 (Procurement Standards))
Please Note: You may not make a subaward unless expressly authorized by IMLS. (See 2 CFR 200.3187
(Subawards)).
See 2 CFR Part 200 (in particular, sections 200.330 through 332 (Subrecipient Monitoring and Management) and
sections 200.317 through 326 (Procurement Standards) and 2 CFR Part 3187 for further information.

What are the requirements regarding costs for foreign travel?
All air transportation of persons or property that is paid in whole or in part with IMLS funds must be performed in
accordance with applicable law, including but not limited to the Fly America Act (49 U.S.C. §40118) (see also 41 CFR
301-10.131 through 10.143). Each separate foreign trip must be itemized in the budget approved by IMLS. Foreign
travel that is not included in the approved project budget must be specifically approved in writing by the appropriate
IMLS program officer.
What are my choices regarding indirect costs?
You can choose to:

•
•
•
•

use a current indirect cost rate already negotiated with a federal agency
use an indirect cost rate proposed to a federal agency for negotiation, but not yet approved, as long as it is
approved by the time of award
if you have never had a federally negotiated indirect cost rate and you are otherwise eligible, use a rate not
to exceed 10% of total modified direct costs or
not include any indirect costs

Click here for further information on indirect costs.

List and Resumes of Key Project Staff and Consultants
Click here for instructions on:
How to create the Project Staff and Consultant Documents

Conditionally Required Documents
Failure to provide a conditionally required document will result in your application being considered incomplete and
rejected from further consideration.
Link to information on providing:
Proof of Nonprofit Status
Please consult the table below to determine if any 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.

A digital product (IMLS defines digital products very
broadly. If you are developing anything through the use
of information technology, you should assume that you
need to complete this form.)

A Digital Stewardship Supplementary Information
Form; click here for Requirements for Projects that
Develop Digital Content

Please note that if you are eligible for and are choosing the option of claiming an indirect cost rate of 10 percent of
modified total direct costs, you do not need to provide any documentation. Click here for further information on
indirect costs.
Supporting Documents
You may submit other attachments of your choosing as part of your application package but these attachments
should include only information that will supplement the Narrative and support the project description provided in the
application. They should help IMLS staff and 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 subrecipients who will receive grant funds or from entities that will contribute
substantive funds to the completion of project activities
Letters of commitment from consultants or other groups who will work closely with you on your project
Bibliography of references relevant to your proposed project design or evaluation strategy
Letters of support from experts and/or stakeholders
Position descriptions for project staff (if not included with resumes for key personnel) to be supported by
grant funds
Reports from planning activities such as the Museum Assessment Program (MAP) or Conservation
Assessment Program (CAP)
Sample curriculum or equivalent description of training activities
Vendor quotes
Equipment specifications
Products or evaluations from previously completed or ongoing projects of a similar nature
Collections, technology, or other departmental plans for the institution as applicable to the proposed project
Web links to relevant online materials
Needs assessments
Photographs of existing conditions
Floor plans

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

E. Application Review Process
What are the characteristics of successful applications?

•
•
•
•

Institutional Impact: Your project should improve the operations, care of collections, or development of
professional management for your organization.
In depth Knowledge: Your application should reflect a thorough understanding of current practice and
knowledge about the subject matter.
Project-based Design: Your work plan should consist of a set of logical, interrelated activities tied directly to
addressing the key need or challenge identified in your application.
Demonstrable Results: Your project should generate measureable results that tie directly to the need or
challenge it was designed to address.

Is cost sharing considered in the review process?
For projects requesting $25,001-150,000, your projected cost share in the project budget is a consideration in the
review of your application and should be carefully calculated.
Cost sharing is not permitted in AAHC funding requests of $5,000-$25,000. If you include cost share in your budget
for funding at the $5,000-$25,000 level, your application will be rejected from further consideration.
What is the review and selection 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 applications according to the Review Criteria above. Reviewer conflicts of interest are
identified prior to review, and reviewers who may have conflicts with particular applications are reassigned to review
other projects.
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.
Reviewers are directed to follow the review criteria described in Section D above.
When will awards be announced?
We will not release information about the status of an application until the applications have been reviewed and all
deliberations are concluded. We expect to notify both funded and unfunded applicants of the final decisions by July
2016. Funded projects may not begin earlier than August 1, 2016.

F. Award Administration Information
How will we be notified about the results of the grant process?
Official Award Notifications for Grants and Cooperative Agreements will be sent electronically. The award packet sent
to the Authorized Representative/Authorizing Official will contain the following:

•
•
•

cover letter(s)
the Official Award Notifications for Grants and Cooperative Agreements
links to the applicable documents, including general terms and conditions, reporting forms, etc.

The Project Director will receive the following:

•
•
•
•

copies of the cover letter(s)
a copy of the Official Award Notifications for Grants and Cooperative Agreements
links to the applicable documents, including general terms and conditions, reporting forms, etc.
when appropriate for a particular funding category, reviewer comments

Applicants who do not receive awards will be notified at the same time.
What is the award period of performance?
The award period of performance will run from the first day of the month in which project activities are undertaken and
will end on the last day of the month in which these activities are completed.
What are the administrative and national policy requirements?
Organizations that receive IMLS grants or cooperative agreements are subject to the IMLS General Terms and
Conditions for IMLS Discretionary Awards and the IMLS Assurances and Certifications. Organizations that receive
IMLS funding must be familiar with these requirements and comply with applicable law.
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 set out in more
detail, along with other requirements, in the Assurances and Certifications. By signing the 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.
What are the reporting requirements?
Reports are due according to the reporting schedule that accompanies your Official Award Notification for Grants and
Cooperative Agreements. Please note that recipients must submit performance reports in the format defined by the
IMLS; both interim and final performance reports may be accessible on the IMLS website to support the agency’s
commitment to open government, to engage the public in communities of practice and to inform application
development and grant making strategies.
For details and forms, please see: www.imls.gov/recipients/administration.aspx
What do I need to know about acknowledgement of IMLS support?
Read more about acknowledgement of IMLS support.
What do I need to know about sharing IMLS-supported work products and copyright, and management of
digital assets produced with IMLS support?
Read more about sharing IMLS-supported work products and copyright, and management of digital assets produced
with IMLS support.

G. Contacts
How can I contact program staff?
See the Museum Grants for African American History and Culture program web page for IMLS contact information.
We are available by phone and through e-mail to discuss general issues relating to the Museum Grants for African
American History and Culture program.

How can I participate in a webinar?
Learn more about museum grant programs by participating in IMLS webinars. Click here for instructions.
1.

A general presentation on IMLS museum grants. We recommend that you view this presentation before
participating in a program-specific webinar.

2.

FY16 Museum Grants for African American History and Culture program webinar

H. Other Information
What are the requirements regarding conflict of interest?
You must comply with IMLS’ conflict of interest requirements. These requirements include disclosing in writing to
IMLS or pass-through entity any potential conflict of interest.
How long should it take to complete this application?
We estimate the average amount of time needed for one applicant to complete the narrative portion of this application
to be 40 hours. This includes the time for reviewing instructions, searching existing data sources, gathering and
maintaining the data needed, and writing and reviewing the answers.
We estimate that, in addition to the time needed for you to answer the narrative questions, it will take you an average
of 15 minutes per response for the IMLS Program Information Sheet and three hours per response for the IMLS
Budget Form.
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 1800 M Street, NW, 9th
Floor, Washington, DC 20036-5802, and to the Office of Management and Budget, Paperwork Reduction Project
(3137-0029), Washington, DC 20503.
How can I become a reviewer?
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 and library communities. If you are selected to serve, you will be helping IMLS and strengthening our grant
review process.