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NATIVE AMERICAN/NATIVE HAWAIIAN
MUSEUM SERVICES
FY 2020 NOTICE OF FUNDING OPPORTUNITY
Table of Contents
Native American/Native Hawaiian Museum Services........................................................... 2
A. Program Description ....................................................................................................... 2
B. Federal Award Information ............................................................................................. 6
C. Eligibility Information ......................................................................................................7
D. Application and Submission Information ........................................................................ 8
E. Application Review Information .................................................................................... 20
F. Award Administration Information .................................................................................21
G. Contacts ....................................................................................................................... 22
H. Other Information ........................................................................................................ 22
Appendix One – IMLS Assurances and Certifications ......................................................... 24
Appendix Two – Required Federal Systems ....................................................................... 29
Appendix Three – Explanation of Forms for Reference .......................................................30
Appendix Four – IMLS Products Guidance ......................................................................... 39
Appendix Five – Conflict of Interest Requirements ............................................................ 40
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Native American/Native Hawaiian Museum
Services
FY 2020 NOTICE OF FUNDING OPPORTUNITY
Federal Awarding Agency:
Institute of Museum and Library Services
Funding Opportunity Title:
Native American/Native Hawaiian Museum Services
Announcement Type:
Notice of Funding Opportunity
Funding Opportunity Number:
NANH-FY20
Catalog of Federal Financial Assistance
(CFDA) Number:
45.308
Due Date:
Submit through Grants.gov by 11:59 p.m. U.S.
Eastern Time on November 15, 2019.
Anticipated Date of Notification of
Award Decisions:
June 2020 (subject to the availability of funds and
IMLS discretion)
Beginning Date of Period of
Performance:
Projects must begin on July 1, 2020.
Equal Opportunity
IMLS-funded programs do not discriminate on the basis of race, color, national origin, sex, disability, or
age. For further information, email the Civil Rights Officer at [email protected] or write to the Civil
Rights Officer, Institute of Museum and Library Services, 955 L’Enfant Plaza North, SW, Suite 4000,
Washington, DC, 20024-2135.
A. Program Description
A1. What is this grant program?
The goal of the Native American/Native Hawaiian Museum Services (NANH) grant program is to support
Indian tribes and organizations that primarily serve and represent Native Hawaiians. It is intended to
provide opportunities to sustain heritage, culture, and knowledge through strengthened activities in
areas such as exhibitions, educational services and programming, professional development, and
collections stewardship.
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A2. What are indicators of successful projects?
Indicators (characteristics) of successful projects in the NANH program are as follows:
•
Institutional Impact: The project addresses an identified need or challenge facing an organization.
•
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.
Projects may be structured at any of several stages of maturity: exploratory, piloting, scaling, or
mainstreaming. A proposed project’s activities may be brand new to the institution, or they may
implement learnings, perspectives, or competencies acquired during a previous project. A project may be
an effort to intensify the impact of an approach that has been tested and found to be effective, or it may
be structured as an opportunity to expand a function or activity that has been deemed successful. To
learn more about stages of maturity, please refer to the blog, Biscuits vs. Granola: Innovative Ways for
Libraries, Archives, and Museums to Scale Up.
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 program will support one of the following three goals and
an associated objective from the IMLS strategic plan, Transforming Communities:
•
•
Promote Lifelong Learning: IMLS supports learning and literacy for people of all ages through
museums and libraries.
o
Early, digital, information, health, financial, media, civic, and other literacies
o
Cross-disciplinary and inquiry-based learning methods
o
Continuous learning for families and individuals with diverse backgrounds and needs
o
Distinctive role of museums and libraries as trusted sources of information
Build Capacity: IMLS strengthens the capacity of museums and libraries to improve the 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
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•
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 no project categories in the NANH program. You may apply for projects including, but not
limited to, the following activities:
•
Developing museum resources that foster early, digital, information, health, financial, media,
civic, and other types of literacies;
•
Creating and delivering interpretive and educational programs;
•
Developing, designing, and fabricating exhibitions (non-construction);
•
Developing, designing, and delivering digital learning resources;
•
Providing programs designed for audiences of specific ages, backgrounds, and circumstances;
•
Providing professional development/training for formal and informal educators;
•
Creating learning partnerships with schools and development of museum resources and
programs in support of K-12 school curricula;
•
Creating learning partnerships with schools and other entities and development of museum
resources and programs in support of career preparedness and workforce re-entry for all ages;
•
Creating programs and developing partnerships for out-of-school audiences;
•
Designing and implementing program evaluation, visitor studies, and market analysis to guide
the development, redesign, and/or effective delivery of learning experiences;
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•
Creating trusted spaces for community learning, debate, and dialogue;
•
Building new partnerships to strengthen community connections through exhibitions, programs,
and events;
•
Conducting community-focused planning activities;
•
Implementing audience-focused studies and evaluation;
•
Applying cross-sector partnership development models and programs to meet shared vision for
community improvement;
•
Working with the community to create measures and gather information to understand project's
progress and impacts;
•
Developing programs based on community priorities that provide greater accessibility and
inclusion to underserved audiences and those with special needs;
•
Planning for the management, care, and conservation of collections;
•
Preparing to mitigate the impact of natural and man-made disasters on collections and
collections information through planning and training for preparedness; developing networks for
response; executing strategies for recovery; and developing resilience;
•
Cataloging, inventorying, documenting, and registering collections;
•
Acquiring, implementing and enhancing Collections Management Systems;
•
Planning and implementing digitization activities, including purchasing equipment and software,
scanning, photography, managing digital output, and implementing preservation processes for
digital objects and metadata;
•
Developing partnerships that address barriers to accessing museum collections and related
information;
•
Executing conservation treatments;
•
Rehousing collections; and
•
Planning and executing environmental improvements for museum collections storage and
exhibit areas.
Click here for samples of recently funded applications in the Native American/Native Hawaiian Museum
Services grant program.
A5. Where can I find examples of projects funded by this
program?
Click here to search awarded grants by program, category, and/or key word.
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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 (d) (Services for Native Americans); and Federal law,
as applicable
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 2C.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
$1,472,000
Anticipated number of awards
15
Expected amounts of individual
awards
$5,000 - $100,000
Average amount of funding per
award experienced in previous years
$87,000
Anticipated start dates for new awards
Projects must begin on July 1, 2020.
Anticipated period of performance
July 1, 2020 – June 30, 2022. Project activities
may be carried out for up to two 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
$100,000, your application will be rejected from consideration for funding in this program.
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.
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C. Eligibility Information
C1. What are the eligibility requirements for this program?
To be eligible for an award under this NANH notice of funding opportunity, you must be:
•
an Indian tribe or
•
an organization that primarily serves and represents Native Hawaiians.
For the purpose of funding under this program, “Indian tribe” means any tribe, band, nation, or other
organized group or community, including any Alaska native village, regional corporation, or village
corporation (as defined in, or established pursuant to, the Alaska Native Claims Settlement Act (43
U.S.C. 1601 et seq.)), which is recognized as eligible for the special programs and services provided by
the United States to Indians because of their status as Indians. A list of eligible entities is available from
the Bureau of Indian Affairs.
For purposes of funding under this program, an “organization that primarily serves and represents Native
Hawaiians” is any nonprofit organization that primarily serves and represents Native Hawaiians, as
defined in 20 U.S.C. § 7517. In order for a museum to be eligible, it must demonstrate that it is established
as an organization that meets this statutory eligibility criteria.
We recognize the potential for valuable contributions to the overall goals of the Native American/Native
Hawaiian Museum Services program by entities that do not meet the eligibility requirements above.
Although such entities may not serve as the lead applicant organization, they are encouraged to
participate in projects as partners. Such entities may, for example, assist the lead applicant with project
activities. Federally operated libraries and museums may not apply for Native American/Native Hawaiian
Museum Services grants, but they may serve as nonessential partners to applicants if they do not receive
IMLS grant funds as a result of the project. Please note that federally appropriated funds, whether they
are disbursed directly to you by an agency of the federal government or indirectly through another
organization, do not count toward your cost share, if any.
Contact us before submitting an application involving a federal agency or federal collection.
C2. What are the cost-sharing requirements for this
program?
Cost sharing is encouraged but not required for the NANH program and will not be considered in the
evaluation.
Cost sharing that appears in your project budget should be carefully calculated. Grantees are expected to
meet their cost share commitments.
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 on the number of applications you 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 institution is determined to be ineligible.
C3c. What if our organization fails to meet an eligibility criterion at the time of
award?
IMLS will not make awards to ineligible applicants. In order to receive an IMLS award, 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. 45.308 or
•
Funding Opportunity Number: NANH - FY20
D1a. Can we request an audio recording of this announcement?
Yes, call 202-653-4744 to request it.
D1b. Can we request a paper copy of this announcement?
Yes, call 202-653-4744 to request it.
Persons with hearing difficulty are welcome to use Teletype (TTY/TDD) 202-653-4614.
D2. What content and forms are required to make a
complete application?
The Table of Application Components below will help you prepare a complete application. You will find
links to more information and instructions for each application component in the table. Applications
missing any Required Documents or Conditionally Required Documents from this list will be considered
incomplete and 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
Narrative (five pages max.)
PDF document
Narrative.pdf
Schedule of Completion (one page per
year max.)
PDF document
Scheduleofcompletion.pdf
IMLS Budget Form
IMLS PDF form
Budget.pdf
Budget Justification
PDF document
Budgetjustification.pdf
List of Key Project Staff and
Consultants (one page max.)
PDF document
Projectstaff.pdf
Resumes of Key Project Staff and
Consultants (two pages each max.)
PDF document
Resumes.pdf
Conditionally Required Documents
Please see the guidance in Section D2d for more information.
Proof of Private, Nonprofit Status
(for organizations that primarily
serve and represent Native
Hawaiians)
PDF document
Proofnonprofit.pdf
Proof of Eligibility (for
organizations that primarily serve
and represent Native Hawaiians)
PDF document
Proofeligibility.pdf
Final Federally Negotiated
Indirect Cost Rate Agreement
PDF document
Indirectcostrate.pdf
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Digital Product Form
IMLS PDF form
Digitalproduct.pdf
Detailed Condition Reports
and/or Conservation Treatment
Proposals
PDF document
Treatment.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)
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
the IMLS Supplementary Information Form (including Abstract).
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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 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. Proposal Narrative
Write a Narrative that addresses the questions listed under each section heading, and save it as a
PDF.
•
Limit the Narrative to five 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?
•
Who or what will benefit from your project?
•
How will your project strengthen museum services?
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•
How will your project address the goal of the Native American/Native Hawaiian
Museum Services program (as described above in Section A1) to support Indian tribes
and organizations that primarily serve and represent Native Hawaiians?
Review Criteria:
•
Is the need, problem, or challenge to be addressed clearly identified and supported by
relevant evidence?
•
Are the stakeholders and/or people who will benefit from the project clearly identified,
and have they been involved in planning the project?
•
If applicable, are the collections and/or records that are the focus of the project and
their current condition described and quantified in sufficient detail?
•
Are the ways in which this project strengthens museum services specific, actionable,
and measurable?
Project Work Plan
•
What specific activities, including evaluation, will you carry out?
•
What is your project’s maturity level (i.e. exploratory, piloting, scaling, or
mainstreaming)?
•
What are the risks to the project and are they accounted for in the work plan?
•
Who will plan, implement, and manage your project?
•
When and in what sequence will your activities occur?
•
What time, financial, personnel, and other resources will you need to carry out the
activities? Note: You must include $3,000 per year in award funds for travel to attend
IMLS-designated meetings.
•
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?
•
Do the proposed activities appropriately reflect the project’s maturity level?
•
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 schedule of work realistic and achievable?
•
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
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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?
•
If applicable, how will the care, condition, management, access to, or use of the
collections and/or records that are the focus of your project improve?
•
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, 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 care, condition, management, access to, or use of the museum collections
and/or records improve as a result of the project?
•
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 SF-424S form provided with your application.
6. 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.
7. IMLS Budget Form
Download and complete the current IMLS Budget Form (PDF, 1.1MB). Click here for
instructions on completing it. Java Script must be enabled in your web browser.
8. 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 on completing it.
9. 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.
10. 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.
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(Back to Table of Application Components)
D2d. Conditionally Required Documents
These are documents that may be required, depending upon the circumstances. Please see the table
below.
Failure to provide a conditionally required document will result in your application’s being considered
incomplete, and it may 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.
We will not accept a letter or
State sales tax exemption as
proof of nonprofit status.
An organization that primarily
serves and represents Native
Hawaiians
The organization’s charter
documents, including the articles
of incorporation
You must submit these
documents with each
application whether or not
you have submitted it with
other applications in the
current year or in previous
years.
and
Either a copy of the IRS letter
indicating that organization’s
nonprofit status or an official
document identifying the
organization as a unit of state or
local government or other taxexempt multipurpose
organization (if prepared
specifically for this application,
the certification must be on the
parent organization’s letterhead
and certified by an official of the
parent organization).
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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
Form (PDF, 2MB; Word,
40.4KB).
Click here for Guidance for
Projects that Develop Digital
Products, Software, and
Research Data.
Proposing to undertake
conservation treatment as
part of your project
Detailed condition reports
and/or treatment proposals for
each object, specimen, or
group to be treated.
(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:
•
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
•
Relevant images to support your proposed project
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•
Exhibit design plans
•
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.gov) registration, and Grants.gov
registration. Check your materials and registrations well in advance of the application deadline to ensure
that they are accurate, current, and active.
If your D-U-N-S® number and SAM.gov registration are not active and current at the time of submission,
your application will be rejected; if they are not active and current at the time an award is made, we may
determine that you are not qualified to receive an award and use that determination as a basis for
making an award to another applicant.
D3a. What is a D-U-N-S® number and how do we get one?
A D-U-N-S® number is a unique nine-digit number assigned to all types of business organizations,
including nonprofits and government entities. Click here to learn more about getting a D-U-N-S®
number.
D3b. What is the System for Award Management (SAM.gov) and how do we
register?
The System for Award Management (SAM) is a federal repository that centralizes information about
grant applicants and recipients. There is no fee to register with SAM.gov.
Click here to learn more about SAM.gov registration.
D3c. What is Grants.gov and how do we register?
Grants.gov is the centralized location for grant seekers to find and apply for Federal funding
opportunities.
You must register with Grants.gov prior to submitting your application package. The multi-step
registration process generally cannot be completed in a single day. If you are not already registered, you
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should allow 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 Native American/Native Hawaiian Museum Services program, Grants.gov will accept
applications through 11:59 p.m. U.S. Eastern Time on November 15, 2019.
We strongly recommend that you obtain a D-U-N-S® number, register with SAM.gov and Grants.gov,
and complete and submit the application early. We make grants only to eligible applicants that submit
complete applications, including attachments, through Grants.gov, on or before the deadline, as
indicated by the date stamp generated by Grants.gov.
Contact Grants.gov 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 in Grants.gov using the “Track My Application” feature. For further details,
please consult Grants.gov.
D5. Is there an intergovernmental review?
No. This funding opportunity is not subject to intergovernmental review per Exec. Order No. 12372.
D6. Are there funding restrictions?
You may only use IMLS funds, and your cost sharing, for allowable costs as found in IMLS and OMB
government-wide cost-principle rules. Please consult 2 C.F.R. pt. 200 and 2 C.F.R. pt. 3187 for additional
guidance on allowable costs.
The following list includes some examples of generally allowable costs, both for IMLS funds and for cost
share (if applicable), under this announcement:
•
personnel salaries, wages, and fringe benefits
•
travel expenses for key project staff and consultants
•
materials, supplies, software, and equipment related directly to project activities
•
equipment to improve collections storage and exhibit environments
•
third-party costs
•
publication design and printing
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•
staff and volunteer training
•
internships/fellowships
•
indirect or overhead costs
You must explain all proposed expenses in your Budget Justification.
The following list includes some examples of unallowable costs, both for IMLS funds and for cost share (if
applicable), under this announcement:
•
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 designated as a subrecipient or a contractor. The designation
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 grant program 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).
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E4. When will we be notified of funding decisions?
We will not release information about the status of an application until the applications have been
reviewed and all deliberations are concluded. We expect to notify both successful and unsuccessful
applicants of the final decisions by June 2020.
F. Award Administration Information
F1. How will we be notified of funding decisions?
We will notify both successful and unsuccessful applicants of funding decisions by email.
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, 246KB)
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 for
Grants and Cooperative Agreements. Grantees must submit reports electronically using the IMLS
performance and financial report forms. In support of the agency’s commitment to open government,
interim and final performance reports may be made accessible on the IMLS website to engage the public
in communities of practice and to inform application development and grant making strategies.
For details and forms, please see the Manage Your 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.
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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.
G. Contacts
G1. Whom should we contact if we have questions?
Click here for IMLS staff contact information for this program. IMLS staff are available by phone and
email to answer programmatic and administrative questions relating to this grant program.
Contact Grants.gov or call their help line at 1-800-518-4726 for assistance with 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.
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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.
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
https://www.imls.gov/grants/become-reviewer. If you are identified as a potential reviewer, we will
notify you by email prior to the next review period to confirm your availability.
H8. How long should it take us to complete an application?
Complete applications include the elements listed in the Table of Application Components in Section
D2a. We estimate the average amount of time needed for one applicant to complete the narrative
portion of this application to be 35 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 Products Form.
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Send comments regarding this burden estimate or any other aspect of this collection of information,
including suggestions for reducing this burden, to the Institute of Museum and Library Services at 955
L’Enfant Plaza North, SW, Suite 4000, Washington, DC, 20024-2135, and to the Office of Management
and Budget, Paperwork Reduction Project (3137-0091), Washington, DC, 20503.
H9. IMLS Clearance Number:
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H10. PRA Clearance Number:
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Appendix One – IMLS Assurances and
Certifications
As a Federal agency, IMLS is required to obtain from all applicants certifications, including those
regarding Nondiscrimination, Debarment and Suspension, Federal Debt Status, and Drug-Free
Workplace. Applicants requesting more than $100,000 in grant funds must also certify regarding
lobbying activities and may be required to submit a “Disclosure of Lobbying Activities” form (Standard
Form LLL). Some applicants will be required to certify that they will comply with other federal statutes
that pertain to their particular situation. These requirements are incorporated in the Assurances
Statement below. The authorized representative must review the statement and provide the
certification in item 9 on the SF-424S.
Assurances Statement
By signing the application form, the authorized representative, on behalf of the applicant, assures and
certifies that, should a Federal award be made, the applicant will comply with the statutes outlined
below and all related IMLS regulations (for example, see 2 C.F.R. ch. XXXI and 45 C.F.R. ch. XI). These
assurances are given in connection with any and all financial assistance from IMLS after the date this
form is signed, but may include payments after this date for financial assistance approved prior to this
date. These assurances shall obligate the applicant for the period during which the federal financial
assistance is extended. The applicant recognizes and agrees that any such assistance will be extended in
reliance on the representations and agreements made in these assurances, and that the United States
Government has the right to seek judicial enforcement of these assurances, which are binding on the
applicant, its successors, transferees, and assignees, and on the authorized representative whose
signature appears on the application form.
Certifications Required of All Applicants
Financial, Administrative, and Legal Accountability
The authorized representative, on behalf of the applicant, certifies that the applicant has legal authority
to apply for federal assistance and the institutional, managerial, and financial capability (including funds
sufficient to pay the non-federal share of project costs) to ensure proper planning, management,
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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 have meaningful access to the applicant’s programs (see IMLS guidance at 68 Federal
Register 17679, April 10, 2003));
2. Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 701 et seq., including §
794), which prohibits discrimination on the basis of disability (note: IMLS applies the regulations
in 45 C.F.R. pt. 1170 in determining compliance with section 504 as it applies to recipients of
federal assistance);
3. Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681-1683, §§ 16851686), which prohibits discrimination on the basis of sex in education programs;
4. the Age Discrimination in Employment Act of 1975, as amended (42 U.S.C. § 6101 et seq.),
which prohibits discrimination on the basis of age; and
5. the requirements of any other nondiscrimination statute(s) which may apply to the application.
Debarment and Suspension
The applicant shall comply with 2 C.F.R. pt. 3185 and 2 C.F.R. pt. 180, as applicable. The authorized
representative, on behalf of the applicant, certifies to the best of his or her knowledge and belief that
neither the applicant nor any of its principals:
1. are presently excluded or disqualified;
2. have been convicted within the preceding three years of any of the offenses listed in 2 C.F.R. §
180.800(a) or had a civil judgment rendered against it or them for one of those offenses within
that time period;
3. are presently indicted for or otherwise criminally or civilly charged by a governmental entity
(federal, state, or local) with commission of any of the offenses listed in 2 C.F.R. § 180.800(a); or
4. have had one or more public transactions (federal, state, or local) terminated within the
preceding three years for cause or default.
Where the applicant is unable to certify to any of the statements in this certification, he or she shall
attach an explanation to this application.
The applicant, as a primary tier participant, is required to comply with 2 C.F.R. pt. 180 subpart C
(Responsibilities of Participants Regarding Transactions Doing Business with Other Persons) as a
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condition of participation in the award. The applicant is also required to communicate the requirement
to comply with 2 C.F.R. pt. 180 subpart C (Responsibilities of Participants Regarding Transactions Doing
Business with Other Persons) to persons at the next lower tier with whom the applicant enters into
covered transactions.
As noted in the preceding paragraph, applicants who plan to use IMLS awards to fund contracts should
be aware that they must comply with the communication and verification requirements set forth in the
above Debarment and Suspension provisions.
Federal Debt Status
The authorized representative, on behalf of the applicant, certifies to the best of his or her knowledge
and belief that the applicant is not delinquent in the repayment of any federal debt.
Drug-Free Workplace
The authorized representative, on behalf of the applicant, certifies, as a condition of the award, that the
applicant will or will continue to provide a drug-free workplace by complying with the requirements in 2
C.F.R. pt. 3186 (Requirements for Drug-Free Workplace (Financial Assistance)). In particular, you as the
recipient must comply with drug-free workplace requirements in subpart B (or subpart C, if the recipient
is an individual) of 2 C.F.R. pt. 3186, which adopts the Government wide implementation (2 C.F.R. pt.
182) of sec. 5152-5158 of the Drug-Free Workplace Act of 1988 (Pub. L. 100-690, Title V, Subtitle D; 41
U.S.C. §§ 701–707).
This includes, but is not limited to: making a good faith effort, on a continuing basis, to maintain a drugfree workplace; publishing a drug-free workplace statement; establishing a drug-free awareness
program for your employees; taking actions concerning employees who are convicted of violating drug
statutes in the workplace; and identifying (either at the time of application or upon award, or in
documents you keep on file in your offices) all known workplaces under your federal awards.
Trafficking in Persons
The authorized representative, on behalf of the applicant, certifies, as a condition of the award, that the
applicant will comply with the trafficking in persons requirements that are set out in the General Terms
and Conditions for IMLS Discretionary Awards (2 C.F.R. 175.15 Award Term.).
Certification Regarding Lobbying Activities
(Applies to Applicants Requesting Funds in Excess of $100,000) (31 U.S.C. § 1352)
The authorized representative certifies, to the best of his or her knowledge and belief, that:
(a) No federal appropriated funds have been paid or will be paid, by or on behalf of the authorized
representative, to any person for influencing or attempting to influence an officer or employee
of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a
Member of Congress in connection with the awarding of any federal contract, the making of
any federal grant, the making of any federal loan, the entering into of any cooperative
agreement, and the extension, continuation, renewal, amendment, or modification of any
federal contract, grant, loan, or cooperative agreement.
(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. §
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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 section 1352, title 31, U.S. Code. Any person who fails to file the required
certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for
each such failure.
General Certification
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with all
applicable requirements of all other federal laws, executive orders, regulations, and policies governing
the program.
Certifications Required for Certain Projects
The following certifications are required if applicable to the project for which an application is being
submitted. Applicants should be aware that additional federal certifications, not listed below, might
apply to a particular project.
Subawards
Under IMLS regulations at 2 C.F.R. § 3187.14, a recipient may not make a subaward unless expressly
authorized by IMLS. A recipient may contract for supplies, equipment, and services, subject to applicable
law, including but not limited to applicable Office of Management and Budget (OMB) Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards set forth in 2
C.F.R. pt. 200.
Native American Human Remains and Associated Funerary Objects
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with
the provisions of the Native American Graves Protection and Repatriation Act of 1990 (25 U.S.C. § 3001
et seq.), which applies to any organization that controls or possesses Native American human remains
and associated funerary objects, and which receives federal funding, even for a purpose unrelated to
the Act.
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. 11,593) and any related
applicable preservation laws.
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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 Executive Order 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.);
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. pt. 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).
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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 (DU-N-S®) number (a unique entity identifier) in order to apply for, receive, and report on federal awards.
You should verify that your organization has a D-U-N-S® number. You can get one within two business
days at no cost by calling the dedicated toll-free D-U-N-S® number request line at 1-866-705-5711 or by
visiting http://www.dnb.com/duns-number.html.
Registering for SAM.gov
The System for Award Management (SAM) is a federal repository that centralizes information about
grant applicants and recipients. You must be registered with SAM.gov before you register with
Grants.gov. There is no fee to register with SAM.gov. Click here to find information about registering
with SAM.gov.
We recommend that you allow several weeks to complete your SAM.gov registration. You must renew
your registration in SAM.gov at least every 12 months—and sooner, if your information changes. An
expired registration will prevent you from submitting applications via Grants.gov and receiving awards
or payments. Grant payments will be made to the bank account that is associated with your SAM.gov
registration.
Registering for Grants.gov
You must register with Grants.gov before submitting your application to IMLS. Click here to learn more
about the multistep registration process. Make sure your D-U-N-S® number and SAM.gov registration
are accurate, current, and active. We recommend that you allow several weeks to complete your
Grants.gov registration.
After you register with Grants.gov, and create an Organizational Applicant Profile, the request for the
organization’s Grants.gov roles and access is sent to the EBiz POC. The EBiz POC will then log into
Grants.gov and assign the appropriate roles to individuals within the organization. This will include the
Authorized Organization Representative (AOR) which will give permission to complete and submit
applications on behalf of the organization. For more detailed instructions about creating a profile on
Grants.gov, please refer to https://www.grants.gov/web/grants/applicants/registration/authorizeroles.html.
Working with Grants.gov
Click here to learn more about Grants.gov resources, which include checklists, FAQs, and online tutorials
to assist you in preparing your organization to submit applications.
Grants.gov applicants apply online using “Workspace”. “Workspace” is a shared, online environment
where members of a grant team may simultaneously access and edit different web forms within a grant
application. For each funding opportunity, you can create individual copies of a workspace to complete
your application. Here is an overview of how to apply on Grants.gov:
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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 avoid last-minute crises in the event that your one AOR is unavailable when you are
ready to submit your application.
Update the contact information and password in Grants.gov when the AOR at your organization
changes.
Grants.gov offers online support regarding Adobe® software and browser compatibility. Contact
Grants.gov at [email protected] or call the help line (1-800-518-4726) for technical assistance. The
help line is available 24 hours a day, seven days a week, except for federal holidays.
Appendix Three – Explanation of Forms for
Reference
Grants.gov SF-424S
The SF-424S is the “Application for Federal Domestic Assistance/Short Organizational Form,” which is
part of the application package that you downloaded from Grants.gov.
Items 1 through 4
These items are automatically populated by Grants.gov.
Item 5. Applicant Information
a. Legal Name: Enter your organization’s legal name as it appears in your SAM.gov registration.
This is the organization with the authority to apply directly for funding in 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.gov registration.
c. Web Address: Enter your web address.
d. Type of Applicant: Select the code that best characterizes your organization from the menu in
the first dropdown box. Leave the other boxes blank.
e. Employer/Taxpayer Identification Number (EIN/TIN): Enter the EIN or TIN assigned to your
organization by the Internal Revenue Service.
f.
Organizational DUNS: Enter your organization’s D-U-N-S® number received from Dun and
Bradstreet.
g. Congressional District: Enter your organization’s congressional district. Use the following
format: two-letter state abbreviation, followed by a hyphen, followed by a zero, followed by
the two-digit district number. For example, if the organization is located in the 5th
Congressional District of California, enter “CA-005.” For the 12th Congressional District of
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North Carolina, enter “NC-012.” For states and territories with “At Large” Congressional
Districts—that is, one representative or delegate represents the entire state or territory—use
“001,” e.g., “VT-001.”
If your organization does not have a congressional district (e.g., it is located in a U.S. territory
that does not have districts), enter “00-000.” To determine your organization’s district, visit the
House of Representatives website by clicking here and using the “Find Your Representative”
tool.
Item 6. Project Information
a. Project Title: Enter a brief descriptive title for your project. IMLS may use this title for public
information purposes.
b. Project Description: Enter a brief description (about 120 words) of your project. Tell us what
your project will do, for whom or what, and why. Use clear language that can be understood by
readers who might not be familiar with the discipline or subject area.
c. Proposed Project Start Date/End Date: Enter the start date and end date of the proposed
period of performance in the format mm/dd/yyyy. The project period begins on the first day of
the month in which project activities start and ends on the last day of the month in which these
activities are completed. Refer to Section B of this Notice of Funding Opportunity to determine
when your project can begin.
Item 7. Project Director
The Project Director is the person who will have primary responsibility for carrying out your project’s
activities. Enter the requested information for this individual here.
IMLS requires that the Project Director be a different person than the Authorized Representative.
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,
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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
Check Yes or No, and provide the information requested in the blocks that appear next.
Funding Request
IMLS Funds Requested: Enter the amount in dollars sought from IMLS.
Cost share amount: Enter the amount of non-federal funding you are providing, Click here for further
information on cost sharing.
Indirect Cost Rate
Select one option for calculating and including indirect costs in your project budget.
Population Served
Check the boxes that reflect the population(s) to be served by your project.
Abstract
Write an Abstract of no more than 3000 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: a-d. Federally recognized tribes are not required to
submit this information. However, to avoid error messages and so that your form may be successfully
submitted, enter “0” under Total Revenue and under Total Expenses for each Fiscal Year.
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Native Hawaiian applicants should provide the information requested.
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, select an associated objective.
Section 3. Grant Program: Select Native American/Native Hawaiian Museum Services.
Section 4. Museum Profile (Museum Applicants Only): NANH applicants skip this section.
Section 5. Project Elements: NANH applicants skip this section.
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.
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You must use the lowest available commercial fares for coach or equivalent accommodations, and
you must use U.S. flagged air carriers for foreign travel when such services are available, in
accordance with applicable U.S. legal requirements.
Please refer to the Narrative section of this Notice of Funding Opportunity for information about
special travel requirements, if any.
4. Supplies, Materials, and Equipment: List the costs of supplies, materials, and equipment
purchased specifically for the proposed project. For definitions and other information, please see 2
C.F.R. pt. 200. Use the Budget Justification to explain or describe these items in further detail.
5. Contracts and Subawards: List each third party that will undertake project activities and their
associated costs as an individual line item on your IMLS Budget Form. Designate each third party as
either a contract or subaward using the drop-down menu on each line.
To explain or describe these items in further detail, you may either
•
itemize these third-party costs in your Budget Justification or
•
include a separate IMLS Budget Form as a Supporting Document and refer to it in the
Budget Justification, for more complex projects.
6. Student Support: If your project includes student support costs, enter them in this section. Please
click here for a definition and examples of student support.
7. Other Costs: Use this section for costs that cannot be assigned to other categories. Do not use this
section to list items that do not fit in the lines allotted for another section.
8. Total Direct Costs: These amounts will total automatically.
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.
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Cost Share
Cost share is that portion of the project costs that is not paid by IMLS funds. Common examples of cost
share include cash outlays; contribution of property and services; and in-kind contributions, such as staff
or volunteer time that support project activities.
All expenses, including cost sharing, must be incurred during the award period of performance unless
otherwise specified and allowed by law. Federal funds from other federal awards may not be used for
cost sharing. All federal, IMLS, and program requirements regarding the use of funds apply to both
requested IMLS funds and to cost sharing. See 2 C.F.R. §§ 200.29 and 200.306 for more information on
cost share.
Budget Justification
To write your Budget Justification, follow the format of the IMLS Budget Form’s section headings and
save it as a PDF. Address both grant funds and cost share.
1. Salaries and Wages
Identify each person whose salary or wages will be paid with IMLS funds or by cost share, provide their
names, describe their role in the project, the percent of time to be devoted to the project, and their rate
of pay. If cost share is being provided by unpaid volunteers, explain how you arrived at the dollar amount
used to represent the value of their services.
If you are requesting IMLS funding for salaries of permanent staff, explain the reason for the request and
how the regular duties of these individuals will be performed during the award period of performance.
2. Fringe Benefits
Identify your organization’s fringe benefit rate and explain the base for the calculation for each person. If
you have consolidated several persons’ fringe benefits into a single line on the IMLS Budget Form, break
out the detail here.
3. Travel
For each trip, explain the purpose of the trip and specify the points of origin and destination, the name
of the traveler, and break out the costs of transportation, lodging, per diem, and any other expenses
associated with the travel. Explain how you arrived at the dollar amount. Note: You must include $3,000
per year in award funds for travel to attend IMLS-designated meetings.
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 (such as partners,
consultants, collaborators, subgrantees, subawardees, vendors, and/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
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parties and provide relevant supporting documents with your application. IMLS grant funds may
generally not be provided to other U.S. government agencies.
You are responsible for making a case-by-case determination as to whether the agreement you make
with a third party should be a contract or a subaward. That determination will depend upon the nature of
your relationship with the third party with respect to the activities to be carried out. (See 2 C.F.R. §
200.330 (Subrecipient and contractor determinations).)
6. Student Support
Explain your method for calculating the costs listed in this section. Please click here for a definition and
examples of student support.
7. Other Costs
Use this section for costs that cannot be assigned to other categories.
8. Total Direct Costs
Indicate the total direct costs, and specify how much you are asking from IMLS and how much you
intend to provide as cost share.
9. Indirect Costs
If you include indirect costs in your project budget, identify the rate(s) and explain the base(s) on which
you are calculating the costs. Click here for more information about indirect costs.
10. Total Project Costs
Indicate the total project costs here, and specify how much you are asking from IMLS and how much you
intend to provide as cost share.
Indirect Costs
What are indirect costs?
Indirect costs are expenses that are incurred for common or joint objectives that cannot be easily
identified with a particular project. Some examples include utilities, general insurance, use of office
space and equipment that you own, local telephone service, and the salaries of the management and
administrative personnel of the organization. See 2 C.F.R. pt. 200 for additional guidance.
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.
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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 nonfederal entities. If your organization already has an existing negotiated indirect cost rate in effect with
another federal agency, you may use this rate to calculate total project costs, as long as you apply the
rate in accordance with the terms of the negotiated agreement and include a copy of the current
negotiated agreement with your grant application. You may also choose to use a rate lower than your
current federally negotiated indirect cost rate. We will only accept federally negotiated indirect cost
rates that are current by the award date.
What if we use an indirect cost rate that we proposed to a federal agency but is not yet finalized?
If your organization is in the process of negotiating an indirect cost rate with a federal agency, you may
use the indirect cost rate that was proposed to the federal agency to estimate total project costs. In such
situations, if we award a grant, we will accept the rate only if the negotiations are final by the award date
and a copy of the final agreement is submitted to us. IMLS staff will work with you to adjust your budget
prior to awarding the grant.
How do we use the 10% indirect cost rate?
Except for those non-federal entities described in Appendix VII to 2 C.F.R. pt. 200, you may choose to
charge a rate not to exceed 10% of modified total direct costs (MTDC), as long you have never had a
federally negotiated indirect cost rate and you meet the applicable requirements. See 2 C.F.R. part 200,
including 2 CFR sections 200.68, 200.414(f), and 200.510(b)(6), for additional guidance.
Modified total direct costs are direct salaries and wages, applicable fringe benefits, materials and
supplies, services, travel, and up to the first $25,000 of each sub-award. MTDC excludes several cost
categories, including equipment, rental costs, tuition remission, scholarships and fellowships, participant
support costs, and the portion of each subaward in excess of $25,000. See 2 C.F.R. § 200.68 for additional
information.
If you are using the 10% indirect cost rate, check the box indicated on the IMLS Budget Form. No
additional documentation is required.
Can we apply our indirect cost rate to the cost share portion on our IMLS Budget Form?
Yes. You may, consistent with 2 CFR part 200 (Uniform Guidance), apply your indirect cost rate to your
total direct costs covered by cost share, but any costs you claim as cost share must be accounted for in
the cost share column on the Budget Form. IMLS funds can be used for indirect costs, but only for the
portion of the total direct costs for which you are requesting IMLS funds (the Grant Funds column).
Are there any other project costs that cannot be included in our indirect cost calculations?
If you have a federally negotiated indirect cost rate agreement, you must follow its conditions and
requirements.
If you are eligible for and using a rate not to exceed 10%, you may include up to 10% of the modified
total direct costs (MTDC) in your indirect cost calculations. (Please see above section on this 10% rate as
well as 2 C.F.R. § 200.414(f) and § 200.68.)
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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 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.
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Appendix Four – IMLS Products Guidance
Guidance for Projects that Develop Digital Products,
Software, and 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 peer-reviewed manuscripts resulting from research conducted under an award are made available
in a manner that permits the public to access, read, download, and analyze the work without charge.
Wide dissemination of the results of IMLS-funded projects advances the body of knowledge and
professional practice in museum, library, and information services.
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What project documents might IMLS make openly accessible?
We may share grant applications, work products, and reports with grantees, potential grantees, and the
general public to further the mission of the agency and the development of museum, library, and
information services. We require that your final report include one copy of each written product you
create, unless otherwise instructed. These materials may be disseminated broadly and made available in
a variety of ways and formats.
What do we need to know about copyright and works produced with IMLS
support?
You may copyright any work that is subject to copyright and was developed under an award or for which
ownership was purchased. However, we reserve, for federal government purposes, a royalty free,
nonexclusive, and irrevocable right to reproduce, publish, or otherwise use the work and authorize
others to reproduce, publish, or otherwise use the work. We encourage you to make your works
produced with IMLS support widely available, including through the use of open licenses.
Appendix Five – Conflict of Interest
Requirements
Conflict of Interest Requirements
What conflict of interest requirements must we follow?
As a non-federal entity, you must follow IMLS conflict of interest policies for federal awards. You must
disclose in writing any potential conflict of interest to an IMLS Program Officer, or to the pass-through
entity if you are a subrecipient or contractor. This disclosure must take place immediately whether you
are an applicant or have an active IMLS award.
The IMLS conflict of interest policies apply to subawards as well as contracts, and are as follows:
•
As a non-federal entity, you must maintain written standards of conduct covering conflicts of
interest and governing the performance of your employees engaged in the selection, award, and
administration of subawards and contracts.
•
None of your employees may participate in the selection, award, or administration of a
subaward or contract supported by a federal award if he or she has a real or apparent conflict of
interest. Such a conflict of interest would arise when the employee, officer, or agent, any
member of his or her immediate family, his or her partner, or an organization which employs or
is about to employ any of the parties indicated herein, has a financial or other interest in or a
tangible personal benefit from an organization considered for a subaward or contract. The
officers, employees, and agents of the non-federal entity must neither solicit nor accept
gratuities, favors, or anything of monetary value from subrecipients or contractors or parties to
subawards or contracts.
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•
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.
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| File Type | application/pdf |
| File Title | FY20 NOFO Native American/Native Hawaiian Museum |
| Subject | grants, oms, fy20, nanh, nofo, imls, Native American/Native Hawaiian Museum Services |
| Author | IMLS |
| File Modified | 2020-06-26 |
| File Created | 2019-08-14 |