Native Hawaiian Library Services NOFO Approved

1

NATIVE HAWAIIAN LIBRARY
SERVICES GRANT

FY 2020 NOTICE OF FUNDING OPPORTUNITY
Table of Contents
A. Program Description .......................................................................................................2
B. Federal Award Information ...........................................................................................5
C. Eligibility Information......................................................................................................6
D. Application and Submission Information ...............................................................7
E. Application Review Information ............................................................................... 22
F. Award Administration Information ......................................................................... 23
G. Contacts ............................................................................................................................ 24
H. Other Information ......................................................................................................... 25
Appendix One – IMLS Assurances and Certifications ........................................... 27
Appendix Two – Required Federal Systems ............................................................. 32
Appendix Three – Explanation of Forms for Reference ....................................... 33
Appendix Four – IMLS Products Guidance ............................................................... 42
Appendix Five – Conflict of Interest Requirements ............................................... 44

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Native Hawaiian Library Services Grant
FY 2020 NOTICE OF FUNDING OPPORTUNITY

Federal Awarding Agency:

Institute of Museum and Library Services

Funding Opportunity Title:

Native Hawaiian Library Services Grant

Announcement Type:

Notice of Funding Opportunity

Funding Opportunity Number:

NAG-HAWAIIAN-FY20

Catalog of Federal Financial Assistance
(CFDA) Number:

45.311

Due Date:

Submit through Grants.gov by 11:59 p.m. U.S.
Eastern Time on May 1, 2020.

Anticipated Date of Notification of Award
Decisions:

August 2020 (subject to the availability of funds
and IMLS discretion)

Beginning Date of Period of Performance:

Projects would begin on September 1, 2020

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, 955 L’Enfant Plaza
North, SW, Suite 4000, Washington, DC, 20024-2135.

A. Program Description

A1. What is this grant program?
Native Hawaiian grants are competitive grants available to carry out activities, described in 20
U.S.C. 9141, that enhance existing library services or implement new library services.

A2. What are indicators of successful projects?
Successful Native Hawaiian grant projects should result in measurable changes and outcomes,
such as increased understanding, interest, and confidence among participants. Successful Native
Hawaiian grant projects support the activities described in 20 U.S.C. 9141, for example:
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•
•
•

support for individuals’ needs for education, lifelong learning, workforce development,
and digital literacy skills;
improvement of the quality of and access to library and information services; and
enhancement of the skills of the current library workforce and leadership.

Successful Native Hawaiian grant projects will align with one of three project categories:
Preservation and Revitalization; Educational Programming; or Digital Services. (See Section A4)
below for more information about categories).

A3. 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 inform and empower
individuals and communities. As stewards of cultural and natural heritage with rich, authentic
content, libraries and museums provide learning experiences for everyone. In FY2018-2022, each
award under this initiative will support one of the following three goals and an associated
objective from the IMLS Strategic Plan, Transforming Communities:
•

•

•

Promote Lifelong Learning: IMLS supports learning and literacy for people of all ages
through museums and libraries.
o

Early, digital, information, health, financial, media, civic, and other literacies

o

Cross-disciplinary and inquiry-based learning methods

o

Continuous learning for families and individuals with diverse backgrounds and needs

o

Distinctive role of museums and libraries as trusted sources of information

Build Capacity: IMLS strengthens the capacity of museums and libraries to improve the
well-being of their communities.
o

Recruitment, training, and development of library and museum workforces

o

Sharing and adoption of best practices and innovations

o

Identification of trends to help organizations make informed decisions

o

Serve as trusted spaces for community engagement and dialog

Increase Public Access: IMLS makes strategic investments that increase access to
information, ideas, and networks through libraries and museums.
o

Support for stewardship of museum and library collections

o

Tools, technology, and training enabling discovery and use of collections and
resources by all

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o

Policies and partnerships to address access barriers to collections, programs, and
information

o

Increased access to knowledge through effective communications

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.
IMLS places importance on diversity and inclusion. This may be reflected in a project in a wide
range of ways, including efforts to serve: individuals of diverse geographic, cultural, and
socioeconomic backgrounds; individuals with disabilities; individuals with limited functional
literacy or information skills; individuals having difficulty using a library or museum; and
underserved urban and rural communities, including children from families with incomes below
the poverty line. This may also be reflected in efforts to recruit future professionals in the library
or museum fields as well as strategies in building or enhancing access to collections and
information.

A4. What are the project categories?
Native Hawaiian grant awards are up to $150,000, subject to the availability of funds and IMLS
discretion. As noted in Section A2, Native Hawaiian grant projects should support the activities
described in 20 U.S.C. 9141 and successful proposals will align with one of three project
categories:
Preservation and Revitalization
Preservation and Revitalization projects focus on the preservation and revitalization of Native
Hawaiian language and culture through use of efficient and effective strategies and
incorporation of strategic partnerships. Activities include preservation of content of unique and
specific value to the community, following established best practices and standards.
Educational Programming
Educational Programming projects include programs for library patrons and community-based
users related to a specific topic or content area through development, implementation and
evaluation of classes, events, tools, resources, and/or other services. Emphasis should be placed
on the needs of learners and appropriate teaching and facilitation approaches and curriculum
development.
Digital Services
Digital Services projects feature activities dedicated to the establishment and refinement of
digital services and programs related to infrastructure, platforms, and technology, in general.
Proposals for digitization projects should include plans for preservation of and access to the
resulting digital objects and/or implementing digital library tools to provide services to Native
Hawaiian communities.
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You should state your selected project category in both your proposal abstract and
narrative.
Projects that primarily consist of research (as defined in 2 C.F.R. §200.87) are not supported in
this grant program.

A5. 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.

A6. Where can I find the authorizing statute and
regulations for this funding opportunity?
Statute: 20 U.S.C. § 9101 et seq.; in particular, § 9161 (Services for Native Americans) (see also
§9141).
Regulations: 45 C.F.R. ch. XI and 2 C.F.R. ch. XXXI
Note: You are required to follow the IMLS regulations that are in effect at the time of the award.
Note: The Office of Management and Budget (OMB) guidance on Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance)
can be found at 2 C.F.R. pt. 200. With certain IMLS-specific additions, IMLS regulations at 2 C.F.R.
pt. 3187 formally adopt the 2 C.F.R. pt. 200 Uniform Guidance.

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

$550,000

Anticipated number of awards

3-4

Expected amounts of individual awards

$10,000 - $150,000

Average amount of funding per award
experienced in previous years

$148,520

Anticipated start dates for new awards

Projects would begin on September 1, 2020.

Anticipated period of performance

September 2020 – August 2022. Project activities
may be carried out for up to two years.

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Type of assistance instrument

Grant

The funding in the above Federal Award Information table is subject to the availability of funds
and IMLS discretion. IMLS is not bound by any estimates in this announcement.
Applications for renewal or supplementation of existing projects are not eligible to compete
with applications for new awards.
Contingent upon the availability of funds, the quality of applications, and IMLS discretion, IMLS
may make additional awards from the list of unfunded applications from this competition.

C. Eligibility Information
C1. Eligible Applicants

What are the eligibility requirements for this program?
Native Hawaiian Library Services grants are available to nonprofit organizations that primarily
serve and represent Native Hawaiians (as the term is defined in 20 U.S.C. § 7517). The term
"Native Hawaiian" refers to an individual who is a citizen of the United States and a descendant
of the aboriginal people who, before 1778, occupied and exercised sovereignty in the area that
now comprises the State of Hawaii.
Note: Please consult Section D below to see if there is any documentation that must be
submitted to support an eligibility determination (proof of private, nonprofit institution status as
determined by the Internal Revenue Service). Please note that there are also funding restrictions
that could affect the eligibility of a project; please consult Section D6 below for details.

C2. What are the cost-sharing requirements for this
program?
Cost sharing is not required for this program. Click here for further information on cost sharing.

C3. Other Information

C3a. How many applications can we submit under this announcement?
An applicant organization may submit only one Native Hawaiian grant per fiscal year under this
announcement.
A grantee with an active Native Hawaiian grant may not apply for another Native Hawaiian grant
that would have an overlapping period of performance with the active grant.

C3b. What if our organization fails to meet an eligibility criterion by
the time of the application deadline?
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IMLS will not review applications from ineligible applicants. We will notify you if your application
will not be reviewed because your institution is determined to be ineligible.

C3c. What if our organization fails to meet an eligibility criterion at the
time of award?
IMLS will not make awards to ineligible applicants. In order to receive an IMLS award, you must
be eligible, be in compliance with applicable requirements, and be in good standing on all active
IMLS awards.

D. Application and Submission
Information

D1. How can we find the application package?
This announcement contains all application materials needed to apply. Use one of the following
identifiers to locate the application package in Grants.gov:
•
•

CFDA No. 45.311, or
Funding Opportunity Number: NAG-HAWAIIAN-FY20

D1a. Can we request an audio recording of this announcement?
Yes, call 202-653-4744 to request it.

D1b. Can we request a paper copy of this announcement?
Yes, call 202-653-4744 to request it.
Persons with hearing difficulty are welcome to use Teletype (TTY/TDD) 202-653-4614.

D2. What content and forms are required to make a
complete application?
The Table of Application Components below will help you prepare a complete application. You
will find links to more information and instructions for 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. (See 2 C.F.R.
§3187.9).

D2a. Table of Application Components
Component

Format

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File name to use

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Required Documents
Please see the guidance in Section D2c for more information.
The Application for Federal Domestic
Assistance/Short Organizational Form
(SF-424S)

Grants.gov form

n/a

IMLS Supplementary information Form
(including Abstract)

Grants.gov form

n/a

Organizational Profile (one page max.)

PDF document

Organizationalprofile.pdf

Narrative (eight 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 Who Appear on the List
Above (two pages each max.)

PDF document

Resumes.pdf

Conditionally Required Documents
Please see the guidance in Section D2d for more information.
Proof of Private, Nonprofit Status

PDF document

Proofnonprofit.pdf

Final Federally Negotiated Indirect Cost
Rate Agreement

PDF document

Indirectcostrate.pdf

Digital Product Form

IMLS PDF form

Digitalproduct.pdf

Supporting Documents
Please see the guidance in Section D2e for more information.
Information that supplements the
narrative and supports the project
description provided in the application

PDF document

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Supportingdoc1.pdf
Supportingdoc2.pdf
Supportingdoc3.pdf

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D2b. How should we format, name, and sequence the application
components?
Document format: Aside from the SF-424S and the IMLS Supplementary Information Form
(including Abstract), which are created in Grants.gov Workspace, all application components
must be submitted as PDF documents. Please do not submit Word documents as your
application will be rejected by Grants.gov.
Page limits: Note page limits listed in the table above. We will remove any pages over 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 above. 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 may be rejected.
Attachment order: In Grants.gov, attach all application components in the sequence listed in
the table above. Use all available spaces in the “Attachments Form” first. Attach any additional
application components using the “Other Attachment File(s)” boxes.
Complete applications: Use the table above as a checklist to ensure that you have created and
attached all necessary application components.

D2c. Instructions for Required Documents
1. The Application for Federal Domestic Assistance/Short Organizational Form (SF-424S)
The SF-424S is part of the application package that you complete in the Grants.gov Workspace.
Click here for instructions on completing the SF-424S.
(Back to Table of Application Components)
2. IMLS Supplementary Information Form (including Abstract)
The IMLS Supplementary Information Form (including Abstract) is part of the application
package that you complete in the Grants.gov Workspace.
Write the Abstract in a concise narrative format for experts as well as a general audience, and
save it as a PDF. If your proposal is selected for funding, your application, including but not
limited to the Abstract, may be published online, or otherwise shared, by IMLS. As such, it must
not include any sensitive, proprietary, or confidential information. Address the following:
a. Who is the lead applicant and, if applicable, who are the formal collaborators?
b. What do you plan to accomplish and why?
c. What is the time frame for the project?
d. What community needs will the project address?
e. Who is the intended audience for the activities?
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f.

What are the specific project activities, goals, outcomes, results, and products?

g. If applicable to the project, what are the intended outcomes for audience members in
terms of measurable changes in understanding, interest, and confidence?
h. Which of the project categories does your proposal align with? (Preservation and
Revitalization, Educational Programming, or Digital Services. See Section A4.)
(Back to Table of Application Components)
3. Organizational Profile
Create a one-page Organizational Profile, addressing the following, and save it as a PDF.
•

Your organization’s mission or statement of purpose, noting the source, approving body,
and date of the official document in which it appears.

•

Your service area (communities and/or audiences served, including size, demographic
characteristics, and geographic area).

•

A brief history of your organization, focusing on the unit that will be directly involved in
carrying out the work.

(Back to Table of Application Components)
4. Narrative
Structure your Narrative according to the following outline, using the five section titles and
addressing the questions beneath them. Address the sections of the Narrative separately and in
the same order in which they are listed below. In each section, be mindful of the indicators of
successful Native Hawaiian proposals; refer to Section A2 above for more information on
indicators of successful projects.
•

Limit the Narrative to eight single-spaced, numbered pages. We will remove any pages
above the eight-page 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 points. Be certain that
your Narrative clearly states how the project fits into your selected project category.
(Please consult Section A4 above for details).

•

Use Supporting Documents to provide supplementary material. 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.

•

If your proposed project is selected for funding, your Narrative may be published online.
As such, it must not include any sensitive or confidential information.

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1. Statement of Need
Questions to Address

Review Criteria

Who is your organization’s audience? Include
information about population profile, location,
economy, educational levels, languages, culture, and
other characteristics that you consider important.

Does the applicant demonstrate that
it has identified an audience, through
a formal or informal assessment of
the audience’s needs, that the
applicant is aware of similar projects
What specific need will be addressed through your
completed by other institutions, and
project? Do other projects exist that help to answer
that it has developed a project and
their needs? How is what you are proposing different or
goals that best answer those needs?
building upon other work and best answering your
Does the applicant address a specific
audience’s needs?
need and how that need was assessed
or determined?
What is the current role of the organization in the
community and what library services does it provide
(e.g., mission, goals, hours and days of operation,
staffing, size and content of collection, number of
registered patrons, circulation statistics, computer
technology, Internet connectivity and access, public
programs offered, etc.)?

Does the proposal provide enough
information about the role of the
organization and the library services it
provides? If not, why not? (What is
missing?)

Does the proposal include
What is the purpose of the proposed Native Hawaiian
information about the purpose of the
grant project as it relates to the specific need that you project and how it relates to an
have identified? What specific audience(s) will the
identified need as well as which
organization serve with this project (e.g., particular age specific audiences the project will
groups, underserved community members, other types serve with the project? Is the purpose
of target audience)?
timely and compelling? Why or why
not?
What type of assessment was conducted to identify this
need as a priority for the organization? Describe the
results of the assessment, including baseline data that
can be used to compare with final results to determine
the project's success. Why do you consider your
approach to be the best solution to meet the needs of
the targeted audience?

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Does the applicant provide enough
information about any assessments
that were conducted prior to
identifying a need as a priority for the
library? If not, what is missing? Do
you think the approach proposed is
the best solution to meet the needs of
the targeted audience? Why or why
not?

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2. Project Design
Questions to Address

Review Criteria

What is your proposed work plan? What are your
performance goals and objectives; specific project
questions; and conceptual design and processes for
your project (framed within the context of Section
A1)?

Does the applicant have a clear work plan?
If not, why not? Are the performance goals
and objectives, project questions, and
conceptual design and processes wellarticulated and framed within the context
of Section A1? If not, why not? What is
missing? What can be improved? Do any
proposed project components or elements
stand out as exemplary?

What are the activities required to implement the
project? What are the roles and commitments of
partnering organizations, if applicable?

Are the activities described appropriate for
addressing the stated need? Why or why
not? Are the appropriate partners involved?
If not, who is missing or should be
included? Overall, do you feel that the
project features efficient, effective, and
reasonable approaches to accomplish its
goals and objectives?

Did you engage in any preliminary work or planning?
If the project or one closely related to it has been
supported by IMLS or other funding agencies, what
has been accomplished and to what degree has the
project met its established goals? (List any print or
electronic publications produced so far, with web
addresses, information about or statistics on use,
and other relevant information. Submit this list as a
Supporting Document if necessary).

If applicable, does the description of
preliminary work or planning provide
sufficient grounding and/or justification for
the proposed work? If not, why not? How
does the proposed project relate (or not) to
other funded work in the area of interest?
Is there any published or empirical work
that should have been cited or referenced
but was not? Is the project duplicative of
past efforts or IMLS investment?

If applicable, what is your rationale for using any
procedures that deviate from accepted practice? Will
results be compatible with other resources that
follow existing standards?

If applicable, are described rationales
regarding deviation from accepted practice
well-described and justifiable? Why or why
not? Do you feel that the expected results
will be compatible with other resources
that follow existing standards?

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Does your project include any digital content,
Has the applicant included the Digital
resources, assets, software, or datasets? If so, be sure Product Form? If products such as digital
collections or software tools will be
to fill out the Digital Product Form.
generated by the project, is there evidence
Examples of digital products include any data
that the applicant has considered key
visualizations that are informing the project work,
technical details? If not, why not?
online materials (such as webpages about the
project), and/or digital content products, or images.
3. Impact
Questions to Address

Review Criteria

What are the intended goals of the project that will
guide your project to completion? (Goals are broad
statements that should guide your design of
programs, choice of projects, and management
decisions). What results do you want to see at the
end of the project period?

Are the project goals clearly described and
achievable? Are the project results well
articulated and appropriate? If not, why
not?

What are the intended outcomes for participants?
(As noted previously, outcomes can include
increased understanding, interest, and confidence
among participants). How will the project specifically
benefit the individuals or groups that you serve?

Are the project’s outcomes for participants
clearly described and achievable? Are any
potential benefits for individuals or groups
well-described and appropriate? If not, why
not?

How will you measure progress toward achieving
your goals and outcomes? How do you know you
will have reliable information upon which to judge
impact or base actions? Are there any expected
risks?

Does the applicant appear to have a solid
plan for evaluating the project and
measuring progress toward achieving
project goals and outcomes? Is any
information lacking or needed? Do the
potential benefits of the proposed work
outweigh any potential risks?

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4. Communications Plan
Questions to Address

Review Criteria

What is your communications plan? For example,
Who is your audience and how do you plan to
reach them? How will you share results, products,
models, findings, processes, benefits, and lessons
learned from the project openly and effectively?

Is the communications plan, including
descriptions of intended audiences, clear?
Is there evidence that results, products,
models, findings, processes, benefits, and
lessons learned from the project will be
shared openly and effectively? Why or
why not?

What are your plans for community building and/or
audience engagement via discussion, involvement,
collaboration, or adoption throughout the project
lifecycle? For example, how will you seek and
obtain feedback from various stakeholders?

Is there evidence of community building
and/or audience engagement via
discussion, involvement, collaboration, or
adoption throughout the project lifecycle?
For example, is it clear the project team
will seek and obtain feedback from
various stakeholders? Why or why not?

Who is responsible for outreach, promotion, and
dissemination?

Are communications-related roles and
responsibilities clearly delineated?

What are your plans for creating supporting
documentation of digitized collections, software,
information systems, or other technology tools, if
applicable?

Are any necessary plans for supporting
documentation included, if applicable?

5. Sustainability
Questions to Address

Review Criteria

How will you continue to support the project, its
results, and/or new models that are created beyond
the grant period? For example, will there be
ongoing institutional and/or community support of
project activities or products? Do you have
demonstrated buyin from potential stakeholders?

What is the extent to which the project’s
benefits will continue beyond the grant
period? Does there appear to be a solid
plan for continued support for project
activities and products beyond the grant
period? Is there demonstrated buy-in
from potential stakeholders? Why or why
not?

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How will the project lead to systemic change within Do you believe the project will lead to
your community?
systemic change within the community of
interest based on the information
provided?
Why or why not?
What are your plans for sustaining any digitized
collections, software, and supporting
documentation, information systems, and other
technology tools?

Are plans for sustaining any digitized
collections, software, and supporting
documentation, information systems, and
other technology tools sufficient? Why or
why not?

(Back to Table of Application Components)
5. Schedule of Completion
The Schedule of Completion should reflect each major activity identified in your application
Narrative and the project dates identified on the SF-424S and the IMLS Budget Form. It should
show when each major project activity will start and end. The schedule must be no longer than
one page per project year. See the sample Schedule of Completion below. Save and submit this
document as a PDF.

If your proposal is selected for funding, your application, including but not limited to the
Schedule of Completion, may be published online, or otherwise shared, by IMLS. As such, it must
not include any sensitive, proprietary, or confidential information.
(Back to Table of Application Components)
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6. IMLS Budget Form
Download and complete the current IMLS Budget Form (PDF, 110 KB). Click here for instructions
on completing the Budget Form. Java Script must be enabled in your web browser.
(Back to Table of Application Components)
7. Budget Justification
Write a budget justification to identify each expense and show the method of cost computation
used to determine each dollar amount, including any that you may have consolidated and
summarized on the IMLS Budget Form. Save this document as a PDF. Click here for detailed
instructions.
Make sure the total dollar amount(s) on the IMLS Budget Form and in the Budget Justification
equal the total dollar amount(s) on the Program Information Sheet.
Please include $2,000 in your budget for IMLS-directed travel each year.
(Back to Table of Application Components)
8. List of Key Project Staff and Consultants
Write a one-page list of only staff and consultants whose expertise is essential to the success of
the project and save it as a PDF. Do not list all staff involved in the project. If you cannot identify
key project staff by the application deadline, then list the position title instead. This list must
include the Project Director listed in Item 7 of the SF-424S.
(Back to Table of Application Components)
9. Resumes of Key Project Staff and Consultants that Appear on the List Above
Provide a resume of no more than two pages for each individual identified on the List of Key
Project Staff and Consultants. Save all the resumes in a single PDF. If you cannot identify key
project staff by the application deadline, then provide a position description that identifies the
qualities, range of experience, and education necessary to successfully implement and complete
project activities.
(Back to Table of Application Components)

D2d. Conditionally Required Documents
These are documents that may be required, depending upon the circumstances. Please see the
table below.
Failure to provide a conditionally required document will result in your application’s being
considered incomplete, and it may rejected from further consideration.

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If you are:

Then you must provide:

Notes:

Applying as a private,
nonprofit institution, as
indicated by choosing “M” as
the Applicant Type code in 5d
of the SF-424s form

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.

You must submit this letter
with each application whether
or not you have submitted it
with other applications in the
current year or in previous
years.
We will not accept a letter or
State sales tax exemption as
proof of nonprofit status.

An organization that primarily The organization’s charter
serves and represents Native
documents, including the
Hawaiians
articles of incorporation and
Either a copy of the IRS letter
indicating that organization’s
nonprofit status or an official
document identifying the
organization as a unit of state
or local government or other
tax-exempt multipurpose
organization (if prepared
specifically for this application,
the certification must be on
the parent organization’s
letterhead and certified by an
official of the parent
organization).

You must submit these
documents with each
application whether or not you
have submitted it with other
applications in the current year
or in previous years.

Using a federally negotiated
indirect cost rate in your
budget

If you are eligible for and are
choosing the option of
claiming an indirect cost rate
of 10 percent of modified total
direct costs (see 2 C.F.R. part
200, including 2 C.F.R. 200.68,
200.414(f), and 200.510(b)(6)),
you do not need to provide
any documentation.

A current copy of your Final
Federally Negotiated Indirect
Cost Rate Agreement.

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Creating digital products
IMLS defines digital products
very broadly (digital content,
resources, assets, software, or
datasets)

A completed IMLS Digital
Product Form

If you are creating digital
products, you must complete
the Digital Product Form by
providing for each section, the
corresponding information, or
stating “Not applicable for this
project” in each respective
section.
Click here for Guidance for
projects that develop digital
products.

(Back to Table of Application Components)

D2e. Supporting Documents
You may submit a reasonable number of supporting documents that supplement your Narrative
and support the project description. Supporting documents should help IMLS staff and
reviewers envision your project in greater detail, but they should not be used to introduce new
topics nor to continue answer the narrative questions. Give each document a clear, descriptive
title at the top of the first page. You may wish to consider the following:
•

Letters of commitment from any third party that will receive grant funds or from entities
that will contribute substantive funds to the completion of project activities

•

Letters of commitment from partners or other groups who will work closely with you on
your project

•

Bibliography or references relevant to your proposed project design or evaluation strategy

•

Letters of support from relevant experts and stakeholders

•

Position descriptions for project staff (if not included with resumes for key personnel) to
be supported by grant funds

•

Reports from planning activities

•

Contractor quotes

•

Equipment specifications

•

Products or evaluations from previously completed or ongoing projects of a similar nature

•

Collections, technology, or other departmental plans for the organization as applicable to
the proposed project

•

Web links to relevant online materials

•

Needs assessments

(Back to Table of Application Components)
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D3. What are the registration requirements for
submitting an application?
Before submitting an application, your organization must have a current and active D-U-N-S®
number (a unique entity identifier), System for Award Management (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® number and SAM.gov registration 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 an
award is made, we may determine that you are not qualified to receive an award and use that
determination as a basis for making an award to another applicant.

D3a. What is a D-U-N-S® number and how do we get one?
A D-U-N-S® number is a unique nine-digit number assigned to all types of business
organizations, including nonprofits and government entities. Click here to learn more about
getting a D-U-N-S® number.

D3b. What is the System for Award Management (SAM.gov) and how
do we register?
The System for Award Management (SAM) is a federal repository that centralizes information
about grant applicants and recipients. There is no fee to register with SAM.gov.
Click here to learn more about SAM.gov registration.

D3c. What is Grants.gov and how do we register?
Grants.gov is the centralized location for grant seekers to find and apply for Federal funding
opportunities.
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 several weeks before the grant program deadline to complete this
one-time process. Do not wait until the day of the application deadline to register.
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.”
Click here to learn more about Grants.gov registration and tips for using Grants.gov.

D4. When and how must we submit our application?
You must submit your application through Grants.gov. Do not submit through email to IMLS.
For the Native Hawaiian Library Services Grants Program, Grants.gov will accept applications
through 11:59 p.m. U.S. Eastern Time on May 1, 2020.
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We strongly recommend that you obtain a D-U-N-S® number, register with SAM.gov and
Grants.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, as indicated by the date stamp generated by Grants.gov.
Contact Grants.gov or call their help line at 1-800-518-4726 for technical assistance. The help
line is available 24 hours a day, seven days a week, except for federal holidays.

D4a. What happens after we submit our application through
Grants.gov?
Grants.gov will generate a series of emails. You can check the status of your application(s) in
Grants.gov by using the “Track My Application” feature. For further details, please consult
Grants.gov.

D5. Is there an intergovernmental review?
No. This funding opportunity is not subject to intergovernmental review per Exec. Order No.
12372.

D6. Are there funding restrictions?
You may only use IMLS funds, and your cost sharing, for allowable costs as found in IMLS and
OMB government-wide cost-principle rules. Please consult 2 C.F.R. pt. 200 and 2 C.F.R. pt. 3187
for additional guidance on allowable costs.
The following list includes some examples of generally allowable costs, both for IMLS funds and
for cost share (if applicable), under this announcement:
•

personnel salaries, wages, and fringe benefits

•

travel expenses for key project staff and consultants

•

materials, supplies, software, and equipment related directly to project activities

•

equipment to improve collections storage and exhibit environments

•

third-party costs

•

publication design and printing

•

staff and volunteer training

•

internships/fellowships

•

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), under this announcement:

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•

general fundraising costs, such as development office staff or other staff time devoted to
general fundraising

•

contributions to endowments

•

general operating support

•

acquisition of collections (see 2 C.F.R. §3187.15(b))

•

general advertising or public relations costs designed solely for promotional activities
other than those related to the specific project

•

construction or renovation of facilities (generally, any activity involving the construction
trades is not an allowable cost)

•

social activities, ceremonies, receptions, or entertainment

•

research projects (see 2 C.F.R. § 200.87)

•

pre-award costs

Note: If you have questions about whether specific activities are allowable, call IMLS staff for
guidance.

D6a. How do we include costs for third parties?
Your project may require you to provide federal funds to third parties (such as partners,
consultants, collaborators, subgrantees, subawardees, vendors, and/or service providers). It is
your responsibility to determine whether a third party should be characterized as a subrecipient
or a contractor. The characterization must be reflected in the terms of each agreement you
make with each third party.
(See 2 C.F.R. § 200.330 (Subrecipient and contractor determinations).) IMLS grant funds may not
be provided to any federal agency serving as a third party.

D6b. What are our options for including indirect costs in our budget?
You can choose to:
•

use a rate not to exceed your 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
finalized, as long as it is finalized by the time of the award;

•

use a rate not to exceed 10% of the total modified direct costs if you have never had a
federally negotiated indirect cost rate and you are otherwise eligible; or

•

not include any indirect costs.

Click here for further information on indirect costs.

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E. Application Review Information
E1. What are the review criteria?

Reviewers are instructed to evaluate applications according to the review criteria included within
the Narrative instructions in Section D2 of this document. Reviewers consider all required and
conditionally required documents, and supporting documentation, as listed in Section D2.

E1a. Is cost sharing considered in the review process?
Cost sharing is not required for this program and is not considered in the review of applications.
Click here for further information on cost sharing.

E2. 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. We instruct reviewers to evaluate applications according to the
review criteria. Reviewer conflicts of interest are identified prior to review, and reviewers who
may have conflicts with particular applications are reassigned to review other applications.
The Director takes into account the input provided by the review process and makes final
funding decisions consistent with the purposes of the agency’s mission and programs.

E3. What is the designated integrity and performance
system and how does IMLS comply with its
requirements?
IMLS, prior to making a Federal award with a total amount of Federal share greater than the
simplified acquisition threshold (currently $150,000 but periodically adjusted), is required to
review and consider any information about the applicant that is in the designated integrity and
performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. § 2313).
An applicant, at its option, may review information in the designated integrity and performance
systems accessible through SAM and comment on any information about itself that a Federal
awarding agency previously entered and is currently in the designated integrity and
performance system accessible through SAM.
IMLS will consider any comments by the applicant, in addition to the other information in the
designated integrity and performance system, in making a judgment about the applicant’s
integrity, business ethics, and record of performance under Federal awards when completing the
review of risk posed by applicants as described in 2 C.F.R. § 200.205 (Federal awarding agency
review of risk posed by applicants).

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E4. When will we be notified of funding decisions?
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 successful and
unsuccessful applicants of the final decisions before or by August 2020.

F. Award Administration Information
F1. How will we be notified of funding decisions?

We will notify both successful and unsuccessful applicants of funding decisions by email.
For applicants who receive awards, the award packet will be sent to the Project Director, Primary
Contact/Grants Administrator, and Authorized Representative/Authorizing Official (as identified
on the SF-424S). The award packet will contain the following:
•
•
•
•

Cover letter;
Official Award Notification for Grants and Cooperative Agreements (the authorizing
document for the award);
links to the General Terms and Conditions for IMLS Discretionary Grant and Cooperative
Agreement Awards, reporting forms, and the Grantee Communications Kit; and
Reviewer comments.

Your period of performance will be included on your Official Award Notification for Grants and
Cooperative Agreements. The award period of performance would begin on September 1, 2020
and end no later than August 31, 2022.
For applicants who do not receive awards, the Project Director, Primary Contact/Grants
Administrator, and Authorized Representative/Authorizing Official (as identified on the SF-424S)
will receive the following:
•
•

cover letter; and
reviewer comments.

F2. 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 Grant and Cooperative Agreement 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 IMLS Assurances and
Certifications. By signing the application form, which includes the Assurances and Certifications,
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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 award and require you to return funds to the government.

F3. What are the reporting requirements?
At a minimum, you will be required to submit a performance report and financial report
annually.
Reports are due according to the reporting schedule that is part of your Official Award
Notification for Grants and Cooperative Agreements. Grantees must submit reports
electronically using the IMLS performance and financial report forms. In support of the agency’s
commitment to open government, interim and final performance reports may be made
accessible on the IMLS website to engage the public in communities of practice and to inform
application development and grant making strategies.
For details and forms, please see the Manage Your Award: Grant Administration page on the
IMLS website.
You must also comply with 2 C.F.R. §§ 180.335 and 180.350 and 2 C.F.R. pt. 3185 with respect to
providing information regarding all debarment, suspension, and related offenses information, as
applicable.
What do we need to know if the Federal share of our award is more than $500,000 over
the period of performance?
If the Federal share of your award is more than $500,000 over the period of performance, you
should refer to the post-award reporting requirements reflected in 2 C.F.R. pt. 200, Appendix XII
– Award Term and Condition for Recipient Integrity and Performance Matters.

G. Contacts

G1. Who should we contact if we have questions?
Click here for IMLS staff contact information for this program. IMLS staff are available by phone
and email to answer programmatic and administrative questions relating to this grant program.
Contact Grants.gov or call their help line at 1-800-518-4726 for assistance with hardware and
software issues, registration issues, and technical problems.

G2. How can we participate in a webinar for this IMLS
funding opportunity?
Program staff host webinars to introduce potential applicants to funding opportunities. Click
here for a schedule of webinars and instructions for accessing them from your computer.

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H. Other Information

H1. What do we need to know about acknowledging
IMLS support?
Grantees must include an acknowledgement of IMLS support in all grant products, publications,
websites, and presentations developed with IMLS funding. All work products should reference
IMLS and include the associated grant award numbers. Click here for the Grantee
Communications Kit, which provides guidance for fulfilling these requirements.

H2. What should we do if we are including confidential
or proprietary information in our application?
IMLS may share grant applications, work products, and reports with grantees, potential grantees,
and the general public to further the mission of the agency and the development of museum,
library, and information services. These materials may be disseminated broadly and made
available in a variety of ways and formats.
For the above reasons, you should not include in your application any information that you
consider to be confidential or proprietary. However, if you do decide to provide information that
you consider confidential or proprietary, you must clearly identify it as such. IMLS will handle
confidential and proprietary information in accordance with applicable law (e.g., Freedom of
Information Act [FOIA] and Privacy Act).

H3. What do we need to know about sharing and
copyright of IMLS- supported work products and
managing digital products?
Read more about sharing and copyright of IMLS-supported work products and management of
digital products (including research data and other digital content) produced with IMLS support.

H4. What conflict of interest requirements must we
follow?
As a non-federal entity, you must follow IMLS conflict of interest policies for federal awards.
Click here for more information about IMLS conflict of interest requirements.

H5. Where else can we find additional information
about IMLS?
You can check the IMLS website for information on IMLS and IMLS activities.
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H6. Is IMLS obligated to make an award as a result of
this announcement?
IMLS is not obligated to make any Federal award or commitment as a result of this
announcement.

H7. How can I become a peer reviewer?
If you are interested in serving as a peer reviewer, you may enter your contact information,
identify your experience and expertise, and upload your resume through our online reviewer
application at https://www.imls.gov/grants/become-reviewer. If you are identified as a potential
reviewer, we will notify you by email prior to the next review period to confirm your availability.

H8. How long should it take us to complete an
application?
Complete applications include the elements listed in the Table of Application Components in
Section D. 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 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. We estimate that it
will take you an average of 60 minutes per response for the Digital Product 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 955 L’Enfant Plaza North, SW, Suite 4000, Washington, DC, 20024-2135, and
to the Office of Management and Budget, Paperwork Reduction Project (3137-0091),
Washington, DC, 20503.

H9. IMLS Clearance Number:
IMLS-CLR-D-0030

H10. PRA Clearance Number:
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Appendix One – IMLS Assurances and
Certifications

As a Federal agency, IMLS is required to obtain from all applicants certifications, including those
regarding Nondiscrimination, Debarment and Suspension, Federal Debt Status, and Drug-Free
Workplace. Applicants requesting more than $100,000 in grant funds must also certify regarding
lobbying activities and may be required to submit a “Disclosure of Lobbying Activities” form
(Standard Form LLL). Some applicants will be required to certify that they will comply with other
federal statutes that pertain to their particular situation. These requirements are incorporated in
the Assurances Statement below. The authorized representative must review the statement and
provide the certification in item 9 on the SF-424S.

Assurances Statement
By signing the application form, the authorized representative, on behalf of the applicant,
assures and certifies that, should a Federal award be made, the applicant will comply with the
statutes outlined below and all related IMLS regulations (for example, see 2 C.F.R. ch. XXXI and
45 C.F.R. ch. XI). These assurances are given in connection with any and all financial assistance
from IMLS after the date this form is signed, but may include payments after this date for
financial assistance approved prior to this date. These assurances shall obligate the applicant for
the period during which the federal financial assistance is extended. The applicant recognizes
and agrees that any such assistance will be extended in reliance on the representations and
agreements made in these assurances, and that the United States Government has the right to
seek judicial enforcement of these assurances, which are binding on the applicant, its successors,
transferees, and assignees, and on the authorized representative whose signature appears on
the application form.

Certifications Required of All Applicants
Financial, Administrative, and Legal Accountability
The authorized representative, on behalf of the applicant, certifies that the applicant has legal
authority to apply for federal assistance and the institutional, managerial, and financial capability
(including funds sufficient to pay the non-federal share of project costs) to ensure proper
planning, management, reporting, recordkeeping, and completion of the project described in
this application.
The authorized representative, on behalf of the applicant, certifies that the applicant will cause
to be performed the required financial and compliance audits in accordance with applicable law.
The authorized representative, on behalf of the applicant, certifies that the applicant will comply
with the provisions of applicable OMB Circulars and regulations.

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Nondiscrimination
The authorized representative, on behalf of the applicant, certifies that the applicant will comply
with the following nondiscrimination statutes and their implementing regulations:
1. Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. § 2000 et seq.), which
prohibits discrimination on the basis of race, color, or national origin (note: as clarified by
Exec. Order No. 13,166, the applicant must take reasonable steps to ensure that limited
English proficient (LEP) persons have meaningful access to the applicant’s programs (see
IMLS guidance at 68 Federal Register 17679, April 10, 2003));
2. Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 701 et seq.,
including § 794), which prohibits discrimination on the basis of disability (note: IMLS
applies the regulations in 45 C.F.R. pt. 1170 in determining compliance with section 504
as it applies to recipients of federal assistance);
3. Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681–1683, §§
1685–1686), which prohibits discrimination on the basis of sex in education programs;
4. the Age Discrimination in Employment Act of 1975, as amended (42 U.S.C. § 6101 et
seq.), which prohibits discrimination on the basis of age; and
5. The requirements of any other nondiscrimination statute(s) which may apply to the
application.
Debarment and Suspension
The applicant shall comply with 2 C.F.R. pt. 3185 and 2 C.F.R. pt. 180, as applicable. The
authorized representative, on behalf of the applicant, certifies to the best of his or her
knowledge and belief that neither the applicant nor any of its principals:
1. are presently excluded or disqualified;
2. have been convicted within the preceding three years of any of the offenses listed in 2
C.F.R. § 180.800(a) or had a civil judgment rendered against it or them for one of those
offenses within that time period;
3. are presently indicted for or otherwise criminally or civilly charged by a governmental
entity (federal, state, or local) with commission of any of the offenses listed in 2 C.F.R. §
180.800(a); or
4. Have had one or more public transactions (federal, state, or local) terminated within the
preceding three years for cause or default.
Where the applicant is unable to certify to any of the statements in this certification, he or she
shall attach an explanation to this application.
The applicant, as a primary tier participant, is required to comply with 2 C.F.R. pt. 180 subpart C
(Responsibilities of Participants Regarding Transactions Doing Business with Other Persons) as a
condition of participation in the award. The applicant is also required to communicate the
requirement to comply with 2 C.F.R. pt. 180 subpart C (Responsibilities of Participants Regarding
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Transactions Doing Business with Other Persons) to persons at the next lower tier with whom
the applicant enters into covered transactions.
As noted in the preceding paragraph, applicants who plan to use IMLS awards to fund contracts
should be aware that they must comply with the communication and verification requirements
set forth in the above Debarment and Suspension provisions.
Federal Debt Status
The authorized representative, on behalf of the applicant, certifies to the best of his or her
knowledge and belief that the applicant is not delinquent in the repayment of any federal debt.
Drug-Free Workplace
The authorized representative, on behalf of the applicant, certifies, as a condition of the award,
that the applicant will or will continue to provide a drug-free workplace by complying with the
requirements in 2 C.F.R. pt. 3186 (Requirements for Drug-Free Workplace (Financial Assistance)).
In particular, you as the recipient must comply with drug-free workplace requirements in
subpart B (or subpart C, if the recipient is an individual) of 2 C.F.R. pt. 3186, which adopts the
Government-wide implementation (2 C.F.R. pt. 182) of sec. 5152-5158 of the Drug-Free
Workplace Act of 1988 (Pub. L. 100-690, Title V, Subtitle D; 41 U.S.C. §§ 701–707). This includes,
but is not limited to: making a good faith effort, on a continuing basis, to maintain a drug-free
workplace; publishing a drug-free workplace statement; establishing a drug-free awareness
program for your employees; taking actions concerning employees who are convicted of
violating drug statutes in the workplace; and identifying (either at the time of application or
upon award, or in documents you keep on file in your offices) all known workplaces under your
federal awards.
Trafficking in Persons
The authorized representative, on behalf of the applicant, certifies, as a condition of the award,
that the applicant will comply with the trafficking in persons requirements that are set out in the
General Terms and Conditions for IMLS Discretionary Awards (2 C.F.R. 175.15 Award Term.).
Certification Regarding Lobbying Activities
(Applies to Applicants Requesting Funds in Excess of $100,000) (31 U.S.C. § 1352)
The authorized representative certifies, to the best of his or her knowledge and belief, that:
(a)

No federal appropriated funds have been paid or will be paid, by or on behalf of the
authorized representative, to any person for influencing or attempting to influence an
officer or employee of an agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress in connection with the awarding
of any federal contract, the making of any federal grant, the making of any federal
loan, the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any federal contract, grant, loan, or
cooperative agreement.

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(b)

(c)

If any funds other than federal appropriated funds have been paid or will be paid to
any person (other than a regularly employed officer or employee of the applicant, as
provided in 31 U.S.C. § 1352) for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress,
or an employee of a Member of Congress in connection with this federal contract,
grant, loan, or cooperative agreement, the authorized representative shall complete
and submit Standard Form LLL, “Disclosure of Lobbying Activities,” in accordance with
its instructions.
The authorized representative shall require that the language of this certification be
included in the award documents for all subawards at all tiers (including subcontracts
and contracts under grants, loans, and cooperative agreements) and that all
subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance is placed when the
transaction is made or entered into. Submission of this certification is a prerequisite for making
or entering into the transaction imposed by section 1352, title 31, U.S. Code. Any person who
fails to file the required certification shall be subject to a civil penalty of not less than $10,000
and not more than $100,000 for each such failure
General Certification
The authorized representative, on behalf of the applicant, certifies that the applicant will comply
with all applicable requirements of all other federal laws, executive orders, regulations, and
policies governing the program.

Certifications Required for Certain Projects
The following certifications are required if applicable to the project for which an application is
being submitted. Applicants should be aware that additional federal certifications, not listed
below, might apply to a particular project.
Subawards
Under IMLS regulations at 2 C.F.R. § 3187.14, a recipient may not make a subaward unless
expressly authorized by IMLS. A recipient may contract for supplies, equipment, and services,
subject to applicable law, including but not limited to applicable Office of Management and
Budget (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements
for Federal Awards set forth in 2 C.F.R. pt. 200.
Native American Human Remains and Associated Funerary Objects
The authorized representative, on behalf of the applicant, certifies that the applicant will comply
with the provisions of the Native American Graves Protection and Repatriation Act of 1990 (25
U.S.C. § 3001 et seq.), which applies to any organization that controls or possesses Native
American human remains and associated funerary objects, and which receives federal funding,
even for a purpose unrelated to the Act.

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Historic Properties
The authorized representative, on behalf of the applicant, certifies that the applicant will assist
the awarding agency in ensuring compliance with Section 106 of the National Historic
Preservation Act of 1966, as amended (16 U.S.C. § 470f, see 54 U.S.C. § 306108), Exec. Order No.
11593) and any related applicable preservation laws. Environmental Protections
The authorized representative, on behalf of the applicant, certifies that the project will comply
with environmental standards, including the following:
a. institution of environmental quality control measures under the National Environmental
Policy Act of 1969, as amended (42 U.S.C. § 4321 et seq.) and Exec. Order No. 11514;
b. notification of violating facilities pursuant to Exec. Order No. 11738;
c. protection of wetlands pursuant to Exec. Order No. 11,990, as amended by Exec. Order
No. 12608;
d. evaluation of flood hazards in floodplains in accordance with Exec. Order No. 11988, as
amended;
e. assurance of project consistency with the approved state management program
developed under the Coastal Zone Management Act of 1972, as amended (16 U.S.C. §
1451 et seq.);
f. conformity of federal actions to State (Clean Air) Implementation Plans under section
176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. § 7401 et seq.);
g. protection of underground sources of drinking water under the Safe Drinking Water Act
of 1974, as amended (42 U.S.C. § 300f et seq.); and
h. protection of endangered species under the Endangered Species Act of 1973, as
amended (16 U.S.C. § 1531–1543).
The authorized representative, on behalf of the applicant, certifies that the project will comply
with the Wild and Scenic Rivers Act of 1968, as amended (16 U.S.C. § 1271 et seq.), related to
protecting components or potential components of the national wild and scenic rivers system.
The authorized representative, on behalf of the applicant, certifies that the applicant will comply
with the flood insurance purchase requirements of the Flood Disaster Protection Act of 1973, as
amended (42 U.S.C. § 4001 et seq.), which requires recipients in a special flood hazard area to
participate in the program and to purchase flood insurance if the total cost of insurable
construction and acquisition is $10,000 or more, or as otherwise designated.
Research on Human Subjects
The authorized representative, on behalf of the applicant, certifies that the project will comply
with 45pt. 46 regarding the protection of human subjects involved in research, development,
and related activities supported by this award of assistance.
Research on Animal Subjects
The authorized representative, on behalf of the applicant, certifies that the project will comply
with the Laboratory Animal Welfare Act of 1966, as amended (7 U.S.C. § 2131 et seq.) pertaining

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to the care, handling, and treatment of warm-blooded animals held for research, teaching, or
other activities supported by this award of assistance.
For further information on these certifications, contact IMLS, 955 L’Enfant Plaza North, SW, Suite
4000, Washington, DC, 20024-2135. Or call 202/653-IMLS (4657).

Appendix Two – Required Federal
Systems
Getting a D-U-N-S® Number

All non-federal entities are required to have a Dun and Bradstreet Data Universal Numbering
System (D-U-N-S®) number (a unique entity identifier) in order to apply for, receive, and report
on federal awards.
You should verify that your organization has a D-U-N-S® number. You can get one within two
business days at no cost by calling the dedicated toll-free D-U-N-S® number request line at 1866-705-5711 or by visiting http://www.dnb.com/duns-number.html.

Registering for SAM.gov

The System for Award Management (SAM) is a federal repository that centralizes information
about grant applicants and recipients. You must be registered with SAM.gov before you register
with Grants.gov. There is no fee to register with SAM.gov. Click here to find information about
registering with SAM.gov.
SAM.gov registration requires an original, signed notarized letter identifying the authorized
“Entity Administrator” for the organization associated with the D-U-N-S® number before a
SAM.gov entity registration or renewal will be activated. For more information and updates,
please see the FAQ at https://www.gsa.gov/about-us/organization/federal-acquisitionservice/office-of-systemsmanagement/integrated-award-environment-iae/sam-update.
We recommend that you allow several weeks to complete your SAM.gov registration. You must
renew your registration in SAM.gov at least every 12 months—and sooner, if your information
changes. An expired registration will prevent you from submitting applications via Grants.gov
and receiving awards or payments. Grant payments will be made to the bank account that is
associated with your SAM.gov registration.

Registering for Grants.gov

You must register with Grants.gov before submitting your application to IMLS. Click here to
learn more about the multistep registration process. Make sure your D-U-N-S® number and
SAM.gov registration are accurate, current, and active. We recommend that you allow several
weeks to complete your Grants.gov registration.
After you register with Grants.gov, and create an Organizational Applicant Profile, the request
for the organization’s Grants.gov roles and access is sent to the EBiz POC. The EBiz POC will then
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log into Grants.gov and assign the appropriate roles to individuals within the organization. This
will include the Authorized Organization Representative (AOR) which will give permission to
complete and submit applications on behalf of the organization. For more detailed instructions
about creating a profile on Grants.gov, please refer to
https://www.grants.gov/web/grants/applicants/registration/authorizeroles.html.

Working with Grants.gov
Click here to learn more about Grants.gov resources, which include checklists, FAQs, and online
tutorials to assist you in preparing your organization to submit applications.
Grants.gov applicants apply online using “Workspace”. “Workspace” is a shared, online
environment where members of a grant team may simultaneously access and edit different web
forms within a grant application.
For each funding opportunity, you can create individual copies of a workspace to complete your
application. Here is an overview of how to apply on Grants.gov.
https://www.grants.gov/web/grants/applicants/workspace-overview.html
Designate more than one Authorized Organization Representative (AOR) when you register in
Grants.gov. This will help avoid last-minute crises in the event that your one AOR is unavailable
when you are ready to submit your application.
Update the contact information and password in Grants.gov when the AOR at your organization
changes.
Grants.gov offers online support regarding Adobe® software and browser compatibility.
Contact Grants.gov at [email protected] or call the help line (1-800-518-4726) for technical
assistance. The help line is available 24 hours a day, seven days a week, except for federal
holidays.

Appendix Three – Explanation of Forms
for Reference
Grants.gov SF-424S

The SF-424S is the “Application for Federal Domestic Assistance/Short Organizational Form,”
which is part of the application package that you downloaded from Grants.gov.
Items 1 through 4
These items are automatically populated by Grants.gov.
Item 5. Applicant Information
a. Legal Name: Enter your organization’s legal name as it appears in your SAM.gov
registration. This is the organization with the authority to apply directly for funding in
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this program. If you have an organizational unit that will be carrying out the project, be
sure that it is specified as the organizational unit on the IMLS Program Information
Sheet.
b. Address: Enter your legal applicant’s address as it appears in your SAM.gov registration.
c. Web Address: Enter your web address.
d. Type of Applicant: Select the code that best characterizes your organization from the
menu in the first dropdown box. Leave the other boxes blank.
e. Employer/Taxpayer Identification Number (EIN/TIN): Enter the EIN or TIN assigned
to your organization by the Internal Revenue Service.
f.

Organizational DUNS: Enter your organization’s D-U-N-S® number received from Dun
and Bradstreet.

g. Congressional District: Enter your organization’s congressional district. Use the
following format: two-letter state abbreviation, followed by a hyphen, followed by a zero,
followed by the two-digit district number. For example, if the organization is located in
the 5th Congressional District of California, enter “CA-005.” For the 12th Congressional
District of North Carolina, enter “NC-012.” For states and territories with “At Large”
Congressional Districts—that is, one representative or delegate represents the entire
state or territory—use “001,” e.g., “VT-001.”
If your organization does not have a congressional district (e.g., it is located in a U.S.
territory that does not have districts), enter “00-000.” To determine your organization’s
district, visit the House of Representatives website by clicking here and using the “Find
Your Representative” tool.
Item 6. Project Information
a. Project Title: Enter a brief descriptive title for your project. IMLS may use this title for
public information purposes.
b. Project Description: Enter a brief description (about 120 words) of your project. Tell us
what your project will do, for whom or what, and why. Use clear language that can be
understood by readers who might not be familiar with the discipline or subject area.
c. Proposed Project Start Date/End Date: Enter the start date and end date of the
proposed period of performance in the format mm/dd/yyyy. The project period begins
on the first day of the month in which project activities start and ends on the last day of
the month in which these activities are completed. Refer to Section B of this Notice of
Funding Opportunity to determine when your project can begin.
Item 7. Project Director
The Project Director is the person who will have primary responsibility for carrying out your
project’s activities. Enter the requested information for this individual here.
IMLS requires that the Project Director be a different person than the Authorized Representative.
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Item 8. Primary Contact/Grants Administrator
The Primary Contact/Grants Administrator is the person who has primary responsibility for
administering the award. Enter the requested information for this individual here. If the Primary
Contact/Grants Administrator is the same as the Authorized Representative, please still complete
both Items 8 and 9.
In some organizations this individual may be the same as the Project Director. If this is the case,
check the box and skip to Item 9.
Item 9. Authorized Representative
The Authorized Representative is the person who has the authority to legally bind your
organization. Enter the requested information for this individual here. The Authorized
Representative cannot be the same person as the Project Director. By checking the “I Agree”
box at the top of Item 9, this individual certifies the applicant’s compliance with the IMLS
Assurances and Certifications and any other relevant federal requirements.
The “Signature of Authorized Representative” and “Date Signed” boxes will be automatically
populated by Grants.gov upon submission of the application. This will be the person whose
name was listed as your organization’s authorized representative when you registered with
Grants.gov. Please note that this name might not be the same as the name and other
information you entered in Item 9 above; however, the person whose name appears in the
“Signature of Authorized Representative” box must have authorization from your organization to
submit this application on behalf of your organization.
Submission of the electronic application acknowledges that your organization certifies
compliance with relevant federal requirements, including but not limited to the IMLS Assurances
and Certifications, to the same extent as the signature does on a paper application.

IMLS Supplementary Information Form Applicant
Information
Check YES or NO and provide the information requested in the blocks that appear next.
Funding Request
IMLS Funds Requested: Enter the amount in dollars sought from IMLS.
Cost share amount: Enter the amount of non-federal funding you are providing. Click here for
further information on cost sharing.
Indirect Cost Rate
Select one option for calculating and including indirect costs in your project budget.
Population Served
Check the boxes that reflect the population(s) to be served by your project.

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Abstract
Write the Abstract in a concise narrative format for experts as well as a general audience, and
save it as a PDF. If your proposal is selected for funding, your application, including but not
limited to the Abstract, may be published online, or otherwise shared, by IMLS. As such, it must
not include any sensitive, proprietary, or confidential information. Address the following:
a. Who is the lead applicant and, if applicable, who are the formal collaborators?
b. What do you plan to accomplish and why?
c. What is the time frame for the project?
d. What community needs will the project address?
e. Who is the intended audience for the activities?
f.

What are the specific project activities, goals, outcomes, results, and products?

g. If applicable to the project, what are the intended outcomes for audience members in
terms of measurable changes in understanding, interest, and confidence?
h. Which of the project categories does your proposal align with? (Preservation and
Revitalization, Educational Programming, or Digital Services. See Section A4.)
If your proposed project is selected for funding, your abstract may be published online. As such,
it must not include any sensitive or confidential information.

IMLS Budget Form
Download the IMLS Budget Form (PDF, 1.1MB).
The IMLS Budget Form accommodates up to three years of project activities and expenses.
Project timelines, allowable costs, and other budget details vary by program. Be sure to review
the Notice of
Funding Opportunity for the grant program/category to which you are applying and the cost
principles in 2 C.F.R. pt. 200 and 2 C.F.R. pt. 3187.
The Year 1 columns should include costs for activities that begin on the project start date (as
listed on 6c of the SF-424S) and end 12 months later. If the project timeline exceeds one year,
list the costs for the next 12 months in the Year 2 columns. If the project extends beyond two
years, list the costs for the next 12 months in the Year 3 columns. If the program/category to
which you are applying permits a fourth year as part of the budget, enter Year 4 budget details
on a second copy of the IMLS Budget Form.
The budget should include the project costs that will be charged to grant funds as well as those
that will be supported by cost sharing. In-kind contributions to cost sharing may include the
value of services (e.g., donated volunteer or consultant time) or equipment donated to the
project between the authorized start and end dates of your project. All the items listed, whether
supported by grant funds or cost share, must be necessary to accomplish project objectives,
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allowable according to the applicable federal cost principles, auditable, and incurred during the
award period of performance. Charges to the project for items such as salaries, fringe benefits,
travel, and contractual services must conform to the written policies and established practices of
your organization. You must report all revenues generated with project funds during the award
period of performance as program income.
If you need more lines for a specific section, summarize the information in the IMLS Budget
Form and explain it further in the Budget Justification.
1. Salaries and Wages: Include both temporary and permanent staff as well as volunteers
engaged in project activities. Document the method of cost computation (e.g., as
percentage of a person’s time devoted to the project, number of days, number of hours)
in your Budget Justification.
2. Fringe Benefits: Fringe benefits can only be claimed as a direct cost for those positions
included in your direct cost pool. Fringe benefits may be claimed only on the portion of
salaries and wages identified for this project.
3. Travel: Explain the method of cost computation for each travel cost, including
subsistence, lodging, and transportation, in your Budget Justification.
You must use the lowest available commercial fares for coach or equivalent
accommodations, and you must use U.S. flagged air carriers for foreign travel when such
services are available, in accordance with applicable U.S. legal requirements.
Please refer to the Narrative section of this Notice of Funding Opportunity for
information about special travel requirements, if any.
4. Supplies, Materials, and Equipment: List the costs of supplies, materials, and equipment
purchased specifically for the proposed project. For definitions and other information,
please see 2 C.F.R. pt. 200. Use the Budget Justification to explain or describe these items
in further detail.
5. Contracts and Subawards: List each third party that will undertake project activities and
their associated costs as an individual line item on your IMLS Budget Form. Designate
each third party as either a contract or subaward using the drop-down menu on each line.
To explain or describe these items in further detail, you may either:
•

itemize these third-party costs in your Budget Justification or

•

include a separate IMLS Budget Form as a Supporting Document and refer to it in
the Budget Justification, for more complex projects.

6. Student Support: If your project includes student support costs, enter them in this
section. Please click here for a definition and examples of student support.
7. Other Costs: Use this section for costs that cannot be assigned to other categories. Do
not use this section to list items that do not fit in the lines allotted for another section.
8. Total Direct Costs: These amounts will total automatically.
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9. Indirect Costs: Indirect costs are expenses that are incurred for common or joint
objectives that cannot be easily identified with a particular project. Click here for more
information about indirect costs.
10. Total Project Costs: These amounts will total automatically.

Cost Share
Cost share is that portion of the project costs that is not paid by IMLS funds. Common examples
of cost share include cash outlays; contribution of property and services; and in-kind
contributions, such as staff or volunteer time that support project activities.
All expenses, including cost sharing, must be incurred during the award period of performance
unless otherwise specified and allowed by law. Federal funds from other federal awards may not
be used for cost sharing. All federal, IMLS, and program requirements regarding the use of funds
apply to both requested IMLS funds and to cost sharing. See 2 C.F.R. §§ 200.29 and 200.306 for
more information on cost share.

Budget Justification
To write your budget justification, follow the format of the IMLS Budget Form’s section headings
and save it as a PDF. Address both grant funds and cost share.
1. Salaries and Wages
Identify each person whose salary or wages will be paid with IMLS funds or by cost share,
provide their names, describe their role in the project, the percent of time to be devoted to the
project, and their rate of pay. If cost share is being provided by unpaid volunteers, explain how
you arrived at the dollar amount used to represent the value of their services.
If you are requesting IMLS funding for salaries of permanent staff, explain the reason for the
request and how the regular duties of these individuals will be performed during the award
period of performance.
2. Fringe Benefits
Identify your organization’s fringe benefit rate and explain the base for the calculation for each
person. If you have consolidated several persons’ fringe benefits into a single line on the IMLS
Budget Form, break out the detail here.
3. Travel
For each trip, explain the purpose of the trip and specify the points of origin and destination, the
name of the traveler, and break out the costs of transportation, lodging, per diem, and any other
expenses associated with the travel. Explain how you arrived at the dollar amount.
4. Supplies, Materials, and Equipment
List each type of supply, material, and equipment you propose to purchase or provide as cost
share for the project. Detail the number and unit cost for each item, and explain how you arrived
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at the dollar amounts. Provide vendor quotes or price lists as Supporting Documents with your
application.
5. Contracts and Subawards
List the costs of project activities to be undertaken by third parties for the project. (Familiar
terms for third parties can include partners, consultants, subgrantees, collaborators, vendors, or
service providers.) Identify each third party by name, describe their role in the project, the
activities they will carry out, and the cost. For each entry, designate the third party as either a
subrecipient or a contractor. Explain costs for third parties and provide relevant Supporting
Documents with your application. IMLS grant funds may generally not be provided to other U.S.
government agencies.
You are responsible for making a case-by-case determination as to whether the agreement you
make with a third party should be a contract or a subaward. That determination will depend
upon the nature of your relationship with the third party with respect to the activities to be
carried out. (See 2 C.F.R. § 200.330 (Subrecipient and contractor determinations).)
6. Student Support
Explain your method for calculating the costs listed in this section. Please click here for a
definition and examples of student support.
7. Other Costs
Use this section for costs that cannot be assigned to other categories.
8. Total Direct Costs
Indicate the total direct costs, and specify how much you are asking from IMLS and how much
you intend to provide as cost share.
9. Indirect Costs
If you include indirect costs in your project budget, identify the rate(s) and explain the base(s) on
which you are calculating the costs. Click here for more information about indirect costs.
10. Total Project Costs
Indicate the total project costs here, and specify how much you are asking from IMLS and how
much you intend to provide as cost share.

Indirect Costs
What are indirect costs?
Indirect costs are expenses that are incurred for common or joint objectives that cannot be
easily identified with a particular project. Some examples include utilities, general insurance, use
of office space and equipment that you own, local telephone service, and the salaries of the
management and administrative personnel of the organization. See 2 C.F.R. pt. 200 for
additional guidance.
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What are our options for calculating and including indirect costs in our project budget?
You can choose to:
•
•
•

•

Use a rate not to exceed your current indirect cost rate already negotiated with a federal
agency;
Use an indirect cost rate proposed to a federal agency but not yet finalized (if the rate is
not finalized by the time of award, it will not be allowed);
Use a rate not to exceed 10% of modified total direct costs if you have never had a
federally negotiated indirect cost rate and you are not subject to other requirements
(e.g., for States and local governments and Indian tribes); or
Not include any indirect costs.

What is a federally negotiated indirect cost rate, and how do we use one?
Federally negotiated indirect cost rates are negotiated agreements between federal agencies
and non-federal entities. If your organization already has an existing negotiated indirect cost
rate in effect with another federal agency, you may use this rate to calculate total project costs,
as long as you apply the rate in accordance with the terms of the negotiated agreement and
include a copy of the current negotiated agreement with your grant application. You may also
choose to use a rate lower than your current federally negotiated indirect cost rate. We will only
accept federally negotiated indirect cost rates that are current by the award date.
What if we use an indirect cost rate that we proposed to a federal agency but is not yet
finalized?
If your organization is in the process of negotiating an indirect cost rate with a federal agency,
you may use the indirect cost rate that was proposed to the federal agency to estimate total
project costs. In such situations, if we award a grant, we will accept the rate only if the
negotiations are final by the award date and a copy of the final agreement is submitted to us.
IMLS staff will work with you to adjust your budget prior to awarding the grant.
How do we use the 10% indirect cost rate?
Except for those non-federal entities described in Appendix VII to 2 C.F.R. pt. 200, you may
choose to charge a rate not to exceed 10% of modified total direct costs (MTDC), as long you
have never had a federally negotiated indirect cost rate and you meet the applicable
requirements. See 2 C.F.R. part 200, including 2 CFR sections 200.68, 200.414(f), and
200.510(b)(6), for additional guidance.
Modified total direct costs are direct salaries and wages, applicable fringe benefits, materials and
supplies, services, travel, and up to the first $25,000 of each sub-award. MTDC excludes several
cost categories, including equipment, rental costs, tuition remission, scholarships and
fellowships, participant support costs, and the portion of each subaward in excess of $25,000.
See 2 C.F.R. § 200.68 for additional information.
If you are using the 10% indirect cost rate, check the box indicated on the IMLS Budget Form.
No additional documentation is required.
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Can we apply our indirect cost rate to the cost share portion on our IMLS Budget Form?
Yes. You may, consistent with 2 CFR part 200 (Uniform Guidance), apply your indirect cost rate
to your total direct costs covered by cost share, but any costs you claim as cost share must be
accounted for in the cost share column on the Budget Form. IMLS funds can be used for indirect
costs, but only for the portion of the total direct costs for which you are requesting IMLS funds
(the Grant Funds column).
Are there any other project costs that cannot be included in our indirect cost calculations?
If you have a federally negotiated indirect cost rate agreement, you must follow its conditions
and requirements.
If you are eligible for and using a rate not to exceed 10%, you may include up to 10% of the
modified total direct costs (MTDC) in your indirect cost calculations. (Please see above section
on this 10% rate as well as 2 C.F.R. § 200.414(f) and § 200.68.)

Student Support Costs
Students are understood to be:
•
•
•

Students enrolled in a community college, undergraduate, or graduate program of study.
Individuals participating in post-master’s or post-doctoral programs which are focused
on supporting their career or professional development.
Library, archive, and museum staff participating in education and training activities
focused on their career or professional development.

Examples of student support include:
•
•
•
•
•

Tuition support for students participating in the project.
Salaries or stipends for graduate assistant work, so long as their work is focused on
research and teaching activities (therefore contributing to their education).
Pay and benefits for a resident or fellow to work in a position that is intended to support
their learning outcomes or professional development.
Costs for travel and conference registration provided to support a student or
participant’s learning outcomes or professional development.
Costs of supplies and equipment provided to students to support a student’s learning
outcomes or professional development.

Activities not considered student support include:
•

Students employed in roles that are primarily administrative or clerical, doing work that
is not primarily focused on their career or professional development. These costs should
be listed in the salaries and wages section of the budget, and tuition paid on behalf of
these students would not be considered student support.

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Proof of Private, Nonprofit Status
If your organization is applying as a private, nonprofit institution, you must submit a copy of the
letter from the Internal Revenue Service indicating your eligibility for nonprofit status under the
applicable provision of the Internal Revenue Code of 1954, as amended. (See 2 C.F.R.
§3187.7(b)). We will not accept a letter of state sales tax exemption as proof of nonprofit status.

Appendix Four – IMLS Products Guidance
Guidance for Projects that Develop Digital Products
What are digital products?

IMLS broadly defines digital products as any digital content, resources, assets, software, or
datasets that you may create, collect, or develop during the course of your project.

What are the IMLS requirements for projects that create, collect, or
develop digital products?
IMLS is committed to expanding public access to federally funded research, data, and other
digital products. The assets you create with IMLS funding require careful stewardship to protect
and enhance their value, and they should be freely and readily available for use and re-use by
libraries, archives, museums, and the public. However, applying these principles to the
development and management of digital products is not always straightforward. We require that
you follow the directions addressing specific aspects of creating and managing digital products
in the Digital Product Form. Click here to access the Digital Product Form (PDF, 2MB; Word,
40.4KB).
Additionally, IMLS participates in the Federal Agencies Digital Guidelines Initiative (FADGI), a
collaborative effort by federal agencies to define common standards, guidelines, methods, and
best practices for creating digital collections. The FADGI website includes a growing list of links
to relevant standards, recommendations, and other resources. While this list is not exhaustive—
nor do we endorse any specific resource—applicants considering digital projects may find the
information useful. Click here to access the FADGI website.

Access to Work Products and Documents from IMLS
Supported Projects
How should we share our work products from IMLS-supported
projects?

All work products resulting from IMLS funding should be distributed for free or at cost unless we
have given you written approval for another arrangement. We encourage IMLS grant recipients
to share their work products (including publications, datasets, educational resources, software,

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and digital content) whenever possible through free and open-access journals and repositories.
We expect you to ensure that final peer-reviewed manuscripts resulting from research
conducted under an award are made available in a manner that permits the public to access,
read, download, and analyze the work without charge. Wide dissemination of the results of
IMLS-funded projects advances the body of knowledge and professional practice in museum,
library, and information services.

What project documents might IMLS make openly accessible?
We may share grant applications, work products, and reports with grantees, potential grantees,
and the general public to further the mission of the agency and the development of museum,
library, and information services. We require that your final report include one copy of each
written product you create, unless otherwise instructed. These materials may be disseminated
broadly and made available in a variety of ways and formats.

What do we need to know about copyright and works produced with
IMLS support?
You may copyright any work that is subject to copyright and was developed under an award or
for which ownership was purchased. However, we reserve, for federal government purposes, a
royalty free, nonexclusive, and irrevocable right to reproduce, publish, or otherwise use the work
and authorize others to reproduce, publish, or otherwise use the work. We encourage you to
make your works produced with IMLS support widely available, including through the use of
open licenses.

What do we need to know about digital products produced with IMLS
support?
IMLS is committed to expanding public access to federally funded digital products (i.e., digital
content, resources, assets, software, and datasets). We require that you follow the directions
addressing specific aspects of creating and managing digital products in the Digital Product
Form. The form provides additional instructions and guidance. Click here to access the Digital
Product Form (PDF, 2MB; Word, 40.4KB).
If your proposal is selected for funding, your application, including but not limited to the
Organizational Profile, may be published online, or otherwise shared, by IMLS. As such, it must
not include any sensitive, proprietary, or confidential information.

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Appendix Five – Conflict of Interest
Requirements
Conflict of Interest Requirements

What conflict of interest requirements must we follow?

As a non-federal entity, you must follow IMLS conflict of interest policies for federal awards. You
must disclose in writing any potential conflict of interest to an IMLS Program Officer, or to the
pass-through entity if you are a subrecipient or contractor. This disclosure must take place
immediately whether you are an applicant or have an active IMLS award.
The IMLS conflict of interest policies apply to subawards as well as contracts, and are as follows:
•

As a non-federal entity, you must maintain written standards of conduct covering
conflicts of interest and governing the performance of your employees engaged in the
selection, award, and administration of subawards and contracts.

•

None of your employees may participate in the selection, award, or administration of a
subaward or contract supported by a federal award if he or she has a real or apparent
conflict of interest. Such a conflict of interest would arise when the employee, officer, or
agent, any member of his or her immediate family, his or her partner, or an organization
which employs or is about to employ any of the parties indicated herein, has a financial
or other interest in or a tangible personal benefit from an organization considered for a
subaward or contract. The officers, employees, and agents of the non-federal entity must
neither solicit nor accept gratuities, favors, or anything of monetary value from
subrecipients or contractors or parties to subawards or contracts.

•

If you have a parent, affiliate, or subsidiary organization that is not a state, local
government, or Indian tribe, you must also maintain written standards of conduct
covering organizational conflicts of interest. Organizational conflicts of interest means
that because of relationships with a parent company, affiliate, or subsidiary organization,
you are unable or appear to be unable to be impartial in conducting a subaward or
procurement action involving a related organization.

OMB Control #: 3137-0102, Expiration Date 9/30/21

IMLS-CLR-D-0030