Museums Empowered Notice of Funding Opportunity

1

MUSEUMS EMPOWERED
FY 2021 NOTICE OF FUNDING OPPORTUNITY
Table of Contents
A. Program Description ................................................................................................................... 2
B. Federal Award Information ......................................................................................................... 7
C. Eligibility Information .................................................................................................................. 8
D. Application and Submission Information ................................................................................. 10
E. Application Review Information................................................................................................ 21
F. Award Administration Information ........................................................................................... 22
G. Contacts .................................................................................................................................... 23
H. Other Information..................................................................................................................... 23
Appendix One – IMLS Assurances and Certifications ................................................................... 25
Appendix Two – Required Federal Systems .................................................................................. 29
Appendix Three – Explanation of Forms for Reference ................................................................ 31
Appendix Four – IMLS Products Guidance .................................................................................... 39
Appendix Five – Conflict of Interest Requirements ...................................................................... 40

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Museums Empowered
FY 2021 NOTICE OF FUNDING OPPORTUNITY
Federal Awarding Agency:

Institute of Museum and Library Services

Funding Opportunity Title:

Museums Empowered

Announcement Type:

Notice of Funding Opportunity

Funding Opportunity Number:

ME-FY21

Catalog of Federal Financial
Assistance (CFDA) Number:

45.301

Due Date:

Submit through Grants.gov by 11:59 p.m. U.S. Eastern Time on
November 16, 2020.

Anticipated Date of Notification
of Award Decisions:

August, 2021 (subject to the availability of funds and IMLS
discretion)

Beginning Date of Period of
Performance:

Projects must begin on September 1, 2021.

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 special initiative?
Museums Empowered: Professional Development Opportunities for Museum Staff is a special initiative of the
Museums for America grant program with the goal of strengthening the ability of an individual museum to
serve its public through professional development activities that cut across various departments to generate
systemic change within the museum.

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Museums need to be dynamic to respond to fast-evolving technological advances and changing demographics.
Museums also need to generate and share results to demonstrate their community impact. In addition, they
need to develop sustainable organizational structures and flexible strategies for long-term stability.
Professional development is critical for museums to deliver on these areas of need.
IMLS encourages applicants to invest in the professional development of museum staff, leadership, and
volunteers to enhance their skills and ensure the highest standards in all aspects of museum operations.
Potential projects should involve multiple levels of staff and generate organizational change.
Your project should align with one of the following four categories:
•

Digital Technology: To empower museum staff to fully explore, understand, adopt, and optimize the
use of digital technology in museums

•

Diversity and Inclusion: To empower museum staff to develop cultural competency and support
museum relevancy in their communities

•

Evaluation: To empower museum staff to use formative and summative evaluation of programs,
practices, and products that can help the museum yield indicators and measurable outcomes

•

Organizational Management: To empower museum staff to learn best practices in organizational
management, strategic thinking, innovation, and managing change

A2. What are indicators of successful projects?
Indicators (characteristics) of successful Museums Empowered projects are as follows:
•

Institutional Impact: The project strengthens the ability of an individual museum to serve its public
through professional development activities that cross-cut various departments to generate systemic
change within the museum.

•

In-depth Knowledge: The project design reflects a thorough understanding of current practice and
knowledge about the subject matter.

•

Project-based Design: The work plan consists of a set of logical, interrelated activities tied directly to
addressing the key need or challenge identified in the application.

•

Demonstrable Results: The project generates measurable results that tie directly to the need or
challenge it was designed to address.

A3. What are the IMLS Agency-Level Goals and Objectives?
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.
In FY2018-2022, each award funded under this initiative will support one of the following three goals and
associated objectives 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

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o
o
o

•

•

Cross-disciplinary and inquiry-based learning methods
Continuous learning for families and individuals with diverse backgrounds and needs
Distinctive role of museums and libraries as trusted sources of information

Build Capacity: IMLS strengthens the capacity of museums and libraries to improve the wellbeing of
their communities.
o Recruitment, training, and development of library and museum workforces
o Share and adopt best practices and innovations
o Identify trends to help organizations make informed decisions
o Serve as trusted spaces for community engagement and dialogue

Increase Public Access: IMLS makes strategic investments that increase access to information, ideas,
and networks through libraries and museums.
o Support stewardship of museum and library collections
o Tools, technology, and training enabling discovery and use of collections and resources by all
o Policies and partnerships to address access barriers to collections, programs, and information
o Increased access to knowledge through effective communications

These agency goals and objectives 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, equity, 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; 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 for building or enhancing access to
collections and information.

A4. What are the project categories?
There are four project categories within this special initiative. Your project must align with one of them.
Digital Technology
IMLS supports the work of museums in adopting and adapting the use of existing and emerging digital
technology to transform audience engagement, collections care and management, communication, and
general operations. IMLS welcomes applications to develop training and professional development learning
opportunities for museum staff to fully explore, understand, and optimize the use of digital technology in
museums.
Projects may be introductory, intermediate, or advanced in nature depending on the size and needs of the
applicant institution. Projects should reference current research, incorporate best practices, and use models
with proven outcomes.
Projects may include, but are not limited to, the following activities:

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•

Training programs for museum staff to become more effective and efficient users of digital technology

•

Developing fellowships, internships, and mentoring programs to attract and retain a tech savvy
workforce and cross-train museum staff

•

Developing strategies and enhancing staff capacity to use digital technology, such as social media, for
audience engagement and community outreach

•

Building staff capacity to enable optimal use and development of open source educational products,
services, and programs

•

Exploring and adopting new ways to expand digital access to collections by training staff in emerging
technologies

•

Developing institutional digital strategies to leverage big data and provide the training and support for
staff to sustain and maintain open data resources

Diversity and Inclusion
IMLS supports the work of museums in engaging with communities and providing inclusive services to people
of diverse geographic, cultural, and socioeconomic backgrounds and to individuals with disabilities. IMLS
welcomes applications for staff professional development and museum capacity building projects that
increase cultural competency within a museum and support relevancy through projects that connect, engage,
and strengthen the museum’s ties with diverse communities.
Projects may be introductory, intermediate, or advanced in nature depending on the size and needs of the
applicant institution. Projects should reference current research, incorporate best practices, and use models
with proven outcomes.
Projects may include, but are not limited to, the following activities:
•

Developing and implementing recruitment and retention programs designed to attract and retain a
diverse and inclusive workforce

•

Building the capacity of museum staff to develop, support, and sustain inclusive fellowship, internship,
and mentoring programs to attract diverse emerging professionals

•

Training for museum staff in effective engagement strategies to raise early awareness of and interest
in museum careers with middle and high school students from diverse backgrounds

•

Enhancing the skills and ability of museum staff to develop and deliver inclusive programs and
outreach activities to engage with diverse audiences

•

Participating in immersive cultural competency opportunities and exchanges by actively working with
local, state, national or global organizations that are advancing multi-cultural efforts

•

Developing and strengthening competencies among staff to revise and implement institutional plans
such as a strategic plan, interpretive plan, and/or collections plan to incorporate diversity and
inclusion objectives

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Evaluation
IMLS supports the use of formative and summative evaluation or developmental evaluation of museum
programs, practices, and products to help museums best serve their intended audiences and demonstrate
their impact to stakeholders. IMLS welcomes applications that use training and professional development to
improve and enhance the ability of museum staff to augment their knowledge of the broad spectrum of
evaluation methods and techniques as well as better use evaluation reports, data, and metrics in order to
make improvements in their program or product design and delivery.
Projects may use new tools, software, training, or consultants to develop a strong and integrated museum
evaluation program. Evaluation activities should incorporate both quantitative and qualitative data, indicators,
and measurable outcomes. Projects should reference current research, incorporate best practices, and use
models with proven outcomes.
Projects may include, but are not limited to, the following activities:
•

Implementing training programs for museum staff on evaluation tools, strategies, and formative and
summative evaluation techniques customized to address a specific institutional or audience need

•

Developing and strengthening competencies among staff to establish baseline data for a museum
evaluation program through audience research, needs assessment, gap analysis, and/or benchmarking

•

Building staff capacity to create a robust museum evaluation program by developing logic models and
frameworks to differentiate between output-focused and outcomes-based data

•

Building staff capacity to access and use open source software, open data, and online tools in
evaluation

•

Building staff capacity to develop an institution-wide evaluation framework that integrates impact,
assessment and learning strategies

Organizational Management
IMLS supports museums’ efforts to develop resilient organizations with the goal of long-term sustainability
and relevancy. IMLS welcomes applications to develop training and professional development opportunities
for museum staff to learn best practices in organizational management, strategic thinking, embracing
innovation, and managing change in order to foster continued growth, relevancy, and vitality.
Projects may use replicable models within the museum field as well as look beyond the museum field for
transferrable techniques and strategies to build the capacity of the museum and support its long-term
sustainability. Projects should reference current research, incorporate best practices, and use models with
proven outcomes.
Projects may include, but are not limited to, the following activities:
•

Creating a more resilient workforce through training programs for museum staff on topics such as
project management, strategic thinking, and managing change, including succession planning.

•

Creating a more innovative workforce through training programs for museum staff on topics such as
design-thinking, human-centered design, and rapid prototyping

•

Supporting executive coaching opportunities in a museum context

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•

Fostering a business mindset among museum staff to assess, evaluate, and adopt current business
practices in order to identify areas for improvement or to respond to new opportunities

•

Building skills in data analysis using both institutionally generated and publicly available data to inform
decision-making for program development and business planning

Click here for samples of recently funded applications in the Museums Empowered special initiative.

A5. Where can I find examples of projects funded by this
initiative?
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, § 9173 (Museum services activities).
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

$3,000,000

Anticipated number of awards

20

Expected amount of individual awards

$5,000 - $250,000

Average amount of funding per award
experienced in previous years

$150,000

Anticipated start dates for new awards

Projects must begin on September 1, 2021.

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Anticipated period of performance

September 1, 2021 – August 31, 2024. Project
activities may be carried out for one to three years.

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.
If your request for federal funding, including all direct and indirect costs, is less than $5,000 or more than
$250,000, your application will be rejected from consideration for funding in this initiative.
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. What are the eligibility requirements for this initiative?
To be eligible for an award under this Notice of Funding Opportunity, you must be an organization that meets
all three of the following criteria:
1. You must be either a unit of State, local, or tribal government or be a private, nonprofit organization
that has tax-exempt status under the Internal Revenue Code;
2. You must be located in one of the 50 States of the United States of America, the District of Columbia,
the Commonwealth of Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, the
Commonwealth of the Northern Mariana Islands, the Republic of the Marshall Islands, the Federated
States of Micronesia, or the Republic of Palau; and
3. You must qualify as one of the following:
(a) A museum that, using a professional staff, is organized on a permanent basis for essentially
educational, cultural heritage, or aesthetic purposes; owns or uses tangible objects, either
animate or inanimate; cares for these objects; and exhibits these objects to the general public on
a regular basis through facilities that it owns or operates.
1) What types of institutions are included in the term “museum”? If they otherwise meet these
requirements, “museums” include, but are not limited to, aquariums, arboretums, art
museums, botanical gardens, children’s/youth museums, general museums (those having two
or more significant disciplines), historic houses/sites, history museums, natural
history/anthropology museums, nature centers, planetariums, science/technology centers,
specialized museums (limited to a single distinct subject), and zoological parks.

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2) What does it mean to be “using a professional staff”? An institution uses a professional staff
if it employs at least one staff member, or the full-time equivalent, whether paid or unpaid,
primarily engaged in the acquisition, care, or exhibition to the public of objects owned or used
by the institution.
3) What does it mean to “exhibit the objects to the general public”? An institution exhibits
objects to the general public if such exhibition is a primary purpose of the institution. An
institution that exhibits objects to the general public for at least 120 days a year is deemed to
exhibit objects to the general public on a regular basis.
An institution which does not have the exhibition of objects as a primary purpose and/or does
not exhibit objects to the public for at least 120 days a year may be determined to be eligible
as a museum under certain circumstances. For more information, please see 2 C.F.R. § 3187.3.
(b) A public or private nonprofit agency that is responsible for the operation of a museum that meets
the eligibility criteria in 1, 2, and 3(a), applying on behalf of the museum.
If my museum is located within a parent organization, can my museum apply on its own?
A museum located within a parent organization that is a State, local, or tribal government or multipurpose
nonprofit entity, such as a municipality, university, historical society, foundation, or cultural center, may apply
on its own behalf if the museum:
•
•
•
•

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

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

C2. What are the cost-sharing requirements for this initiative?
For the Museums Empowered initiative, at least 1:1 cost share from non-federal sources is required. Cost
sharing that appears in your project budget should be carefully calculated. Grantees are expected to meet
their cost share commitments. If you do not include at least 1:1 cost share in your project budget, your
application will be rejected from further consideration.
Click here for further information on cost sharing.

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C3. Other Information
C3a. How many applications can we submit under this announcement?
There is no limit to the number of applications your museum may submit under this announcement.

C3b. What if our organization fails to meet an eligibility criterion by the time of the
application deadline?
IMLS will not review applications from ineligible applicants. We will notify you if your application will not be
reviewed because your organization 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, your organization 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. 45.301, or
Funding Opportunity Number: ME-FY21

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 may be rejected from further consideration. (See 2 C.F.R. §3187.9.)

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D2a. Table of Application Components
Component

Format

File name to use

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

IMLS Museum Program Information
Form

Grants.gov form

n/a

Organizational Profile (one page max.)

PDF document

Organizationalprofile.pdf

Strategic Plan Summary (two pages
max.)

PDF document

Strategicplan.pdf

Narrative (seven pages max.)

PDF document

Narrative.pdf

Schedule of Completion (one page per
year max.)

PDF document

Scheduleofcompletion.pdf

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 (two pages each max.)

PDF document

Resumes.pdf

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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

Supportingdoc1.pdf
Supportingdoc2.pdf
Supportingdoc3.pdf

D2b. How should we format, name, and sequence the application components?
Document format: Aside from the SF-424S, the IMLS Supplementary Information Form (including Abstract),
and the IMLS Museum Program Information Form, which are created in Grants.gov Workspace, all application
components must be submitted as PDF documents.
Page limits: Note page limits listed in the table above. We will remove any additional pages, 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
by Grants.gov.
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 Grants.gov Workspace. Click here for
instructions on completing the SF-424S.
2. IMLS Supplementary Information Form (including Abstract)

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The IMLS Supplementary Information Form (including Abstract) is part of the application package that you
complete in Grants.gov Workspace. Click here for instructions on completing it.
3. IMLS Museum Program Information Form
The IMLS Museum Program Information Form is part of the application package that you complete in
Grants.gov Workspace. Click here for instructions on completing it.
4. 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 organization’s governance structure if your museum is located within a parent organization
or if your organization is a nonprofit affiliated with a museum.
• Your service area (i.e., 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.
If your proposal is selected for funding, the Organizational Profile may be published online, or otherwise
shared, by IMLS. As such, it must not include any sensitive, proprietary, or confidential information.
•

5. Strategic Plan Summary
Write a two-page summary of your organization’s strategic plan as context for linking your project to your
institutional goals and objectives. Please do not submit a copy of your organization’s entire strategic plan.
Indicate when and by whom the plan was approved. Save this document as a PDF.
If your proposal is selected for funding, the Strategic Plan Summary may be published online, or otherwise
shared, by IMLS. As such, it must not include any sensitive, proprietary, or confidential information.
6. Proposal Narrative
Write a Narrative that addresses the questions listed under each section heading, and save it as a PDF.
Limit the Narrative to seven numbered pages. We will remove any additional pages, and we will
not send them to reviewers as part of your application.
• Consider each Narrative question and be mindful of each section’s review criteria.
• Be clear and concise with a minimum of technical jargon and acronyms.
• Include references throughout your Narrative to any Supporting Documents that help make your
case.
• 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.
• If your proposal is selected for funding, the Narrative may be published online, or otherwise
shared, by IMLS. As such, it must not include any sensitive, proprietary, or confidential
information.
Organize your Narrative using these section headings: Project Justification, Project Work Plan, and Project
Results.
•

Project Justification
•

What need, problem, or challenge will your project address, and how was it identified?

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•
•
•
•

•

What other studies, plans, or best practices have you used in developing your project?
Who or what will benefit from your project?
How will your project advance your institution’s strategic plan?
How will your project address the goals of the Museums Empowered initiative (as described
above in Section A1) to strengthen the ability of an individual museum to serve its public through
professional development activities that cross-cut various departments to generate systemic
change within the museum?
How will your project align with one of the four project categories: Digital Technology, Diversity
and Inclusion, Evaluation, or Organizational Management?

Review Criteria:
•
•
•
•
•
•

Is the need, problem, or challenge to be addressed clearly identified and supported by relevant
evidence?
Have appropriate studies, plans, or best practices been considered in developing the project?
Are the stakeholders and/or people who will benefit from the project clearly identified, and have
they been involved in planning the project?
Are the ways in which this project advances the institution’s strategic plan specific, actionable,
and measurable?
Will the project activities cross-cut various departments to generate systemic change within the
museum?
Will the project align with one of the four Museums Empowered project categories: Digital
Technology, Diversity and Inclusion, Evaluation, or Organizational Management?

Project Work Plan
•
•
•
•
•
•
•
•

What specific activities, including evaluation, will you carry out?
What are the risks to the project and have you identified ways to monitor or mitigate risk in the
work plan?
Who will plan, implement, and manage your project?
How is the project team organized and structured in a way that is equitable and mutually
beneficial?
When and in what sequence will your activities occur?
What time, financial, personnel, and other resources will you need to carry out the activities?
How will you track your progress toward achieving your intended results?
How and with whom will you share your project’s results?

Review Criteria:
•
•
•
•
•
•

Are the proposed activities informed by appropriate theory and practice?
Are the goals, assumptions, and risks clearly stated?
Are the proposed evaluation activities appropriate for the project? Will they result in valid,
reliable, and generalizable findings?
Do the identified staff, partners, consultants, and service providers possess the experience and
skills necessary to complete the work successfully?
Is the proposed project team structured in a way that is equitable and mutually beneficial to those
involved?
Is the schedule of work realistic and achievable?

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•
•
•

Are the time, financial, personnel, and other resources identified appropriate for the scope and
scale of the project?
Is a clear methodology described for tracking the project’s progress and adjusting course when
necessary?
Is there an effective plan for communicating results and/or sharing discoveries?

Project Results
•
•
•
•
•

What are your project’s intended results and how will they address the need, problem, or
challenge you have identified?
How will the knowledge, skills, behaviors, and/or attitudes of the intended audience change as a
result of your project?
What data will you collect and report to measure your project’s success?
What tangible products will result from your project?
How will you sustain the benefit(s) of your project?

Review Criteria:
•
•
•
•
•

Are the project’s intended results clearly articulated, realistic, meaningful, actionable, and linked
to the need, problem, or challenge addressed by the project?
Is the plan to effect meaningful change in knowledge, skills, behaviors, and/or attitudes solidly
grounded and appropriately structured?
Is the plan for collecting and reporting data well designed and feasible?
Will the tangible products be useful?
Is there a reasonable and practical plan for sustaining the benefits of the project beyond the
conclusion of this award?

Please be advised that reviewers may also choose to visit your organization's website, as listed on the SF424S form provided with your application.
7. 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 this document as a PDF.

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If your proposal is selected for funding, 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.
8. IMLS Budget Form
Download and complete the current IMLS Budget Form (PDF, 1.1MB). Click here for instructions for
completing it. Java Script must be enabled in your web browser.
9. 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.
10. List of Key Project Staff and Consultants
Write a one-page list of only those 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(s) instead. This list must include the Project
Director listed in Item 7 of the SF-424S.
11. Resumes of Key Project Staff and Consultants
Provide a resume of no more than two pages for each individual whose expertise is essential to the
success of the project. Save all the resumes in a single PDF. You must include the resume of the Project
Director listed in Item 7 of the SF-424S. If you cannot identify key project staff by the application deadline,
then (in lieu of a resume) provide position description(s) including the qualities, range of experience, and
education necessary to successfully implement and complete project activities.
(Back to Table of Application Components)

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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 be rejected from further consideration.

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.

Using a federally negotiated
indirect cost rate in your budget

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

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.

Proposing to generate digital
products, software, and/or
research data

A completed Digital Product
Click here for Guidance for
Form (PDF, 180KB; Word, 46KB). Projects that Develop Digital
Products, Software, and/or
Research Data.

We will not accept a letter or
State sales tax exemption as
proof of nonprofit status.

(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 answers to the Narrative
questions. Give each document a clear, descriptive title at the top of the first page. You may wish to consider
the following:

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•
•
•
•
•
•
•
•
•
•
•
•
•

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 experts and stakeholders
Position descriptions for project staff (if not included with resumes for key personnel) to be supported
by grant or cost share funds
Relevant images to support your proposed project
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)

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) 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 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) 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. Click here to learn more about SAM
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

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several weeks before the application 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 or postal mail to IMLS.
For the Museums Empowered initiative, Grants.gov will accept applications through 11:59 p.m. U.S. Eastern
Time on November 16, 2020.
We strongly recommend that you obtain a D-U-N-S® number, register with SAM 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 at [email protected] 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 confirming the status of your application. You can check the status
of your application(s) in Grants.gov by using “Track My Application.” 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

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•

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:
•
•
•
•
•
•
•
•
•

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, Conditionally Required,
and Supporting Documents, as listed in Section D2.

E1a. Is cost sharing considered in the review process?
Cost sharing is an eligibility criterion and is not considered in the review of applications. Cost sharing
requirements for this initiative are addressed in Section C2.

E2. What is the review and selection process?
We use a peer review process to evaluate all complete applications from eligible institutions. 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. Peer
reviewers must comply with IMLS’s Federal ethics and conflicts of interest requirements.
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 $250,000 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 and 41 U.S.C. §134).
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.
IMLS will consider any comments by the applicant, in addition to the other information in the designated
integrity and performance system, in considering 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).

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 by August 2021.

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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.

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 (PDF 268 KB) 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, 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. Grantees
must submit reports using the IMLS electronic grants management system, eGMS. 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 Grant: 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.

F3a. 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.

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

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

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 number(s). 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], 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 digitized and born-digital content, resources, or assets; software; and research data) produced with
IMLS support.

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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 can we find additional information about IMLS?
You can check the IMLS website for information on IMLS and IMLS activities.

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
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 D2a.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 each for the IMLS Supplementary
Information Form and the IMLS Museum Program Information Form 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. PRA Clearance Number:
OMB Control #: 3137-XXXX, Expiration date: X/XX/20XX

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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. Chapter XXXI and 45 C.F.R. Chapter XI). These assurances
are given in connection with any and all financial assistance from IMLS after the date this form is signed, but
may include payments after this date for financial assistance approved prior to this date. These assurances
shall obligate the applicant for the period during which the federal financial assistance is extended. The
applicant recognizes and agrees that any such assistance will be extended in reliance on the representations
and agreements made in these assurances, and that the United States Government has the right to seek
judicial enforcement of these assurances, which are binding on the applicant, its successors, transferees, and
assignees, and on the authorized 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.
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.
13166, the applicant must take reasonable steps to ensure that limited English proficient (LEP) persons

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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.
part 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. part 3185 and 2 C.F.R. part 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, the authorized
representative, on behalf of the applicant, shall attach an explanation to the application.
The applicant, as a primary tier participant, is required to comply with 2 C.F.R. part 180 (Subpart C)
(Responsibilities of Participants Regarding Transactions Doing Business with Other Persons) as a condition of
participation in the award. The applicant is also required to communicate the requirement to comply with 2
C.F.R. part 180 (Subpart C) (Responsibilities of Participants Regarding Transactions Doing Business with Other
Persons) to persons at the next lower tier with whom the applicant enters into covered transactions.
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.

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part 3186 (Requirements for Drug-Free Workplace (Financial Assistance)). In particular, 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. part 3186, which adopts the Government wide implementation (2 C.F.R. part 182) of Sections 51525158 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
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 kept on file in the
recipient’s offices) all known workplaces under 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.
(b) 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.
(c) The authorized representative shall require that the language of this certification be included in the
award documents for all subawards at all tiers (including subcontracts 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 31 U.S.C. § 1352. 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

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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 Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards set forth in 2 C.F.R. part 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.
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. 11990, as amended by Exec. Order No.
12608;

d.

evaluation of flood hazards in floodplains in accordance with Exec. Order No. 11988, as amended
(see Exec. Order No. 12148);

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.);

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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 45 C.F.R.
part 46 regarding the protection of human subjects involved in research, development, and related activities
supported by this award of assistance.
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 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-NS®) 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 1-866-705-5711 or by visiting
http://www.dnb.com/duns-number.html.

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Registering for SAM
The System for Award Management (SAM) is a federal repository that centralizes information about grant
applicants and recipients. You must be registered with SAM before you register with Grants.gov. There is no
fee to register with SAM. Click here to find information about registering with SAM.
We recommend that you allow several weeks to complete your SAM registration.
You must renew your registration in SAM 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 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 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 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/authorize-roles.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
Designating more than one Authorized Organization Representative (AOR) when you register in Grants.gov will
help you avoid last-minute crises in the event that 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.

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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 registration. This is the
organization with the authority to apply directly for funding in 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 Supplementary Information Form.
b. Address: Enter your legal applicant’s address as it appears in your SAM 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: twoletter 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.

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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.
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
This is a dynamic form, so your answers to certain questions will determine what questions you see next.
Applicant Information
The organizational unit performing the activities described in the application is the same as the legal
applicant form the SF-424S. Check YES or NO, and provide the information requested in the blocks that
appear next.

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•

•

If your organization, on its own, meets the eligibility criteria for the grant program to which you are
applying, check YES. Then select the institution type that most accurately describes you as the legal
applicant.
If your museum is part of a parent organization, such as a university or a unit of state or local
government, or cannot apply for grants on its own behalf, check NO. Then provide your organization’s
name and address, and select the institution type that most accurately describes the organizational
unit that will perform the activities described in the application.

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.
Abstract
Write an Abstract of no more than 3,000 characters in a concise narrative format for experts as well as a
general audience, and paste it into the block provided. If your proposal is selected for funding, 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:
•
•
•
•
•
•

Identify the lead applicant and, if applicable, any collaborators.
Describe the need, problem, or challenge your project will address, and how it was identified.
List the high-level activities you will carry out and identify the associated time frame.
Identify who or what will benefit from your project.
Specify your project’s intended results.
Describe how you will measure your success in achieving your intended results.

IMLS Museum Program Information Form
Section 1. Organizational Financial Information: Provide the information requested in a-d. If you named an
organizational unit in the IMLS Supplementary Information Form, this information must pertain to that unit.
Section 2. Agency-Level Goals and Objectives: Select one of the three IMLS Agency-Level Goals with which
your project best aligns. Once you have selected a goal, then select an associated objective.
Section 3. Grant Program: Select Museums Empowered. Then select one project category. Click here for more
information about project categories (Section A4).
Section 4. Museum Profile: Museum applicants must answer all questions (a–k) in this section. If you named
an organizational unit on the IMLS Supplementary Information Form, this information must pertain to that
unit.
Section 5. Project Elements (Museums for America and Inspire! Grants for Small Museums only): Museums
Empowered applicants skip this section.

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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, 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

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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. 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.
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.

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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 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. 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.

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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.
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
C.F.R. §§ 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 subaward. 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.

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If you are using the 10% indirect cost rate, check the box indicated on the IMLS Budget Form. No additional
documentation is required.
Can we apply our indirect cost rate to the cost share portion on our IMLS Budget Form?
Yes. You may, consistent with 2 C.F.R. 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.

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

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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, Software,
and/or Research Data
What are digital products?
IMLS broadly defines digital products as any digitized or born-digital content, resources, or assets; software; or
research data 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 digital products that are created using federal funds. This
includes (1) digitized and born-digital content, resources, or assets; (2) software; and (3) research data. The
products 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.
Because technology is dynamic and because we do not want to inhibit innovation, we do not want to prescribe
set standards and practices that could become quickly outdated. Instead, we ask that you answer questions
that address 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, and digital content) whenever
possible through free and open-access journals and repositories. We expect you to ensure that final peerreviewed 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?

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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.

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 nonfederal 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-XXXX, Expiration Date: XX/XX/XXXX