NATIVE AMERICAN LIBRARY
FY 2019 NOTICE OF FUNDING OPPORTUNITY
Table of Contents
B. Federal Award Information 6
D. Application and Submission Information 9
E. Application Review Information 23
F. Award Administration Information 24
Appendix One – IMLS Assurances and Certifications 28
Appendix Two – Required Federal Systems 33
Appendix Three – Performance Measure Statements and Information to be Collected and Reported 34
Appendix Four – Explanation of Forms for Reference 38
NATIVE AMERICAN LIBRARY
SERVICES BASIC GRANT
FY 2019 NOTICE OF FUNDING OPPORTUNITY
Federal Awarding Agency: |
Institute of Museum and Library Services |
Funding Opportunity Title: |
Native American Library Services Basic Grant |
Announcement Type: |
Notice of Funding Opportunity |
Funding Opportunity Number: |
NAG-BASIC-FY19 |
Catalog of Federal Financial Assistance (CFDA) Number: |
45.311 |
Due Date: |
Submit through Grants.gov by 11:59 p.m. U.S. Eastern Time on April 1, 2019. |
Anticipated Date of Notification of Award Decisions: |
July 2019 (subject to the availability of funds and IMLS discretion) |
Beginning Date of Period of Performance: |
Projects must begin on August 1, 2019. |
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.
Successful Basic Grants support existing library operations and maintain core library services, particularly as they relate to the following goals in the Museum and Library Services Act (20 U.S.C. § 9141):
Expanding services for learning and access to information and educational resources in a variety of formats, in all types of libraries, for individuals of all ages in order to support such individuals’ need for education, lifelong learning, workforce development, and digital library skills.
Establishing or enhancing electronic and other linkages and improved coordination among and between libraries and entities, as described in 20 U.S.C. § 9134(b)(6), for the purpose of improving the quality of and access to library and information services.
(a) Providing training and professional development, including continuing education, to enhance the skills of the current library workforce and leadership, and advance the delivery of library and information services.
(b) Enhancing efforts to recruit future professionals to the field of library and information services.
Developing public and private partnerships with other agencies and community-based organizations.
Targeting library services to individuals of diverse geographic, cultural, and socioeconomic backgrounds, to individuals with disabilities, and to individuals with limited functional literacy or information skills.
Targeting library and information services to persons having difficulty using a library and to underserved urban and rural communities, including children (from birth through age 17) from families with incomes below the poverty line (as defined by the Office of Management and Budget and revised annually in accordance with section 9902(2) of Title 42) applicable to a family of the size involved.
Developing library services that provide all users access to information through local, State, regional, national, and international collaborations and networks.
Carrying out other activities consistent with the purposes of the Library Services and Technology subchapter of the IMLS statute (20 U.S.C. § 9121).
The mission of the Institute of Museum and Library Services (IMLS) is to inspire libraries and museums to advance innovation, lifelong learning, and cultural and civic engagement. We provide leadership through research, policy development, and grant making.
U.S. museums and libraries are at the forefront in the movement to create a nation of learners. As stewards of cultural and natural heritage with rich, authentic content, libraries and museums provide learning experiences for everyone. In FY2018-2022, each award under this program will support one of the following three goals of the IMLS strategic plan, Transforming Communities:
Promote Lifelong Learning: IMLS supports learning and literacy for people of all ages through museums and libraries.
Build Capacity: IMLS strengthens the capacity of museums and libraries to improve the well-being of their communities.
Increase Public Access: IMLS makes strategic investments that increase access to information, ideas, and networks through libraries and museums.
The goals focus on achieving positive public outcomes for communities and individuals; supporting the unique role of museums and libraries in preserving and providing access to collections and content; and promoting library, museum, and information service policies that ensure access to information for all Americans.
IMLS places importance on diversity and inclusion. This may be reflected in a project in a wide range of ways, including efforts to serve individuals of diverse geographic, cultural, and socioeconomic backgrounds; persons with disabilities; persons with limited functional literacy or information skills; individuals having difficulty using a library or museum; underserved urban and rural communities; and children from families with incomes below the poverty level. This may also be reflected in efforts to recruit future professionals in the library or museum fields as well as strategies in building or enhancing access to collections and information.
Click here to search awarded grants by program, category, and/or key word.
Statute: 20 U.S.C. § 9101 et seq.; in particular, § 9161 (Services for Native Americans).
Regulations: 45 C.F.R. ch. XI and 2 C.F.R. ch. XXXI.
Note: You are required to follow the IMLS regulations that are in effect at the time of the award.
Note: The Office of Management and Budget (OMB) guidance on Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance) can be found at 2 C.F.R. pt. 200. With certain IMLS-specific additions, IMLS regulations at 2 C.F.R. pt. 3187 formally adopt the 2 C.F.R. pt. 200 Uniform Guidance.
Total amount of funding expected to be awarded through this announcement |
$2,200,000 |
Anticipated number of awards |
220 |
Expected amount of individual awards |
$6,000-10,000 |
Average amount of funding per award experienced in previous years |
$9,200 |
Anticipated start dates for new awards |
Projects must begin on August 1, 2019 |
Anticipated period of performance |
August 1, 2019 – July 31, 2020. Project activities may be carried out for one year. |
Type of assistance instrument |
Grant |
The funding in the above Federal Award Information table is subject to the availability of funds and IMLS discretion. IMLS is not bound by any estimates in this announcement.
Applications for renewal or supplementation of existing projects are not eligible to compete with applications for new awards.
Contingent upon the availability of funds, the quality of applications, and IMLS discretion, IMLS may make additional awards from the list of unfunded applications from this competition.
Indian tribes are eligible to apply for funding under the Native American Library Services Basic Grants Program. Entities such as libraries, schools, tribal colleges, or departments of education are not eligible applicants, although they may be involved in the administration of this program and their staff may serve as project directors, in partnership with an eligible applicant.
For purposes 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 by the Secretary of the Interior as eligible for the special programs and services provided by the United States to Indians because of their status as Indians.
Note: Please consult Section D below to see if there is any documentation that must be submitted to support an eligibility determination (for example, proof of private, nonprofit institution status as determined by the Internal Revenue Service). Please note that there are also funding restrictions that could affect the eligibility of a project; please consult Section D6 below for details.
Please do not include cost share. There are no requirements for cost sharing in this program.
Click here for further information on cost sharing.
An applicant organization, if eligible, may submit only one application under this announcement. The same population cannot be served by more than one Basic grant.
IMLS will not review applications from ineligible applicants. We will notify you if your application will not be reviewed because your organization is determined to be ineligible.
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.
This announcement contains all application materials needed to apply. Use one of the following identifiers to locate the application package in Grants.gov:
CFDA No. 45.311, or
Funding Opportunity Number: NAG-BASIC-FY19
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.)
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 PDF form |
Programinfo.pdf |
|
Library Services Plan Narrative (three pages max.) |
PDF document |
Plan.pdf |
IMLS PDF form |
Budget.pdf |
|
Conditionally Required Documents Please see the guidance in Section D2d for more information. |
||
IMLS PDF document |
Digitalproduct.pdf |
|
Document format: Aside from the SF-424S, which is 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 pages over the limit, and we will not send them to reviewers as part of your application.
Naming convention: Use the naming conventions indicated in the table above. IMPORTANT: You are limited to using the following characters in all attachment file names: A-Z, a-z, 0-9, underscore (_), hyphen (-), space, period. If you use any other characters when naming your attachment files, your application may be rejected.
Attachment order: In Grants.gov, attach all application components in the sequence listed in the table above. Use all available spaces in the “Attachments Form” first. Attach any additional application components using the “Other Attachment File(s)” boxes.
Complete applications: Use the table above as a checklist to ensure that you have created and attached all necessary application components.
The SF-424S is part of the application package that you complete in the Grants.gov Workspace. Click here for instructions on completing the SF-424S.
(Back to Table of Application Components)
Download and complete the IMLS Program Information Sheet (PDF, 1.4MB). Click here for instructions on completing the IMLS Program Information Sheet.
(Back to Table of Application Components)
Write a narrative that addresses components a-c listed below. Limit the narrative to three single-spaced, numbered pages. We will remove any pages above the three page limit.
Address these questions in the same order in which they are listed:
What are you focusing on during the year?
Why is it important?
How will you carry out your plan successfully?
What results do you anticipate?
Include a budget summary that describes all budget items included in the IMLS Budget Form. For example, if your budget includes funds for staff, provide the dollar amount allocated and describe the staff and their work or activities. Your summary should match or align with the items in your budget.
Describe separately, if applicable, educational/assessment activities or travel. No more than $3,000 may be allotted for these activities. Provide a total dollar amount requested for educational/assessment activities or travel. If you do not include funding for educational/assessment activities or travel, you may still request an award of between $6,000 - $10,000.
Make sure that your total budget amount in your Library Services Plan matches the total amount on your IMLS Budget Form and the total amount on your Program Information Sheet.
(Back to Table of Application Components)
Download and complete the current IMLS Budget Form (PDF, 1.1MB). Click here for instructions on completing the Budget Form. Java Script must be enabled in your web browser.
(Back to Table of Application Components)
These are documents that may be required, depending on the circumstances. Failure to provide a Conditionally Required Document will result in your application being considered incomplete, and it may be rejected from further consideration.
IMLS defines digital products very broadly as digital content, resources, assets, software, and/or datasets. Click here for Guidance for Projects that Develop Digital Products.
Download and review the Digital Product Form (Digital Product Form (PDF, 2MB; Word, 40.4KB).45K; Word 27.1 KB). Your application must contain a completed Digital Product Form, or it will be considered incomplete and may be rejected from further consideration. (See (see 2 C.F. R. §3187.9.)
If your project will not generate digital products, check the box at the beginning of the form.
If your project will generate digital products, complete all relevant parts of the form.
If your proposal is selected for funding, the Digital Product Form may be published online, or otherwise shared, by IMLS. As such, it must not include any sensitive, proprietary, or confidential information.
(Back to Table of Application Components)
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.
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.
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.
Grants.gov is the centralized location for grant seekers to find and apply for Federal funding opportunities.
You must register with Grants.gov prior to submitting your application package. The multi-step registration process generally cannot be completed in a single day. If you are not already registered, you should allow several weeks before the grant program deadline to complete this one-time process.
Do not wait until the day of the application deadline to register.
You will need your Grants.gov user ID and password that you obtain during the registration process to submit your application when it is complete.
Click here to learn more about Grants.gov registration and tips for using Grants.gov.
You must submit your application through Grants.gov. Do not submit through email to IMLS.
For the Native American Library Services Basic Grant Program, Grants.gov will accept applications through 11:59 p.m. U.S. Eastern Time on April 1, 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.
Within two business days of receiving your submission, Grants.gov will generate two emails regarding the progress of your application through the system. The first email will confirm receipt of your application by the Grants.gov system and the second will indicate that the application has either been successfully validated by the system prior to transmission to the grantor agency (IMLS) or has been rejected due to errors. After the official grant program deadline, you will receive a third email confirming that IMLS has retrieved your application. Until that point, you can check the status of your application(s) in Grants.gov by using the “Track My Application” feature. For further details, please consult Grants.gov.
No. This funding opportunity is not subject to intergovernmental review per Exec. Order No. 12372.
You may only use IMLS funds 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 under this announcement:
Library personnel
salaries, wages, and fringe benefits for library staff
Materials, supplies, and equipment
books, journals, magazine subscriptions, electronic resources
library supplies
library automation software and related equipment
library furnishings
computers; software; and wi-fi devices
Services
presenter stipends related to public programs
after-school tutoring services
library-related consultants
technology consultants
digitization projects
internet access
fees for participation in networks and consortia that provide the library with direct services
Education/Assessment (no more than $3,000 total), including:
costs for library staff to attend library-related continuing education courses and training workshops on- or off-site, including registration fees, travel, hotel, and per diem
costs for library staff to attend or give presentations at conferences related to library services, including registration fees, travel, hotel, and per diem
costs to cover temporary staff when regular staff are attending courses, workshops or conferences related to Education/Assessment
costs to hire a consultant for an onsite professional library assessment, including library technology assessments and digitization expertise
You must explain all proposed expenses in your Library Services Plan.
The following list includes some examples of unallowable costs under this announcement:
contributions to endowments
social activities, ceremonies, receptions, or entertainment, including food, gifts, and promotional items
construction or renovation of facilities (generally, any activity involving the construction trades is not an allowable cost)
pre-award costs
indirect costs
Note: If you have questions about whether specific activities are allowable, call IMLS staff for guidance.
Your project may require you to provide federal funds to third parties (such as partners, consultants, collaborators, subgrantees, subawardees, vendors, and/or service providers). It is your responsibility to determine whether a third party should be characterized as a subrecipient or a contractor. The characterization must be reflected in the terms of each agreement you make with each third party.
(See 2 C.F.R. § 200.330 (Subrecipient and contractor determinations).) IMLS grant funds may not be provided to any federal agency serving as a third party.
Indirect costs are not allowed under the Basic grant program.
Click here for further information on indirect costs.
Basic grants under this program are non-competitive awards available to eligible applicants.
Cost sharing is not considered in the review of applications. Cost sharing requirements for this Basic program are addressed in Section C2.
Basic grants are non-competitive awards available to eligible applicants to support existing library operations and to maintain core library services. We make awards to eligible applicants that submit complete applications, including attachments, through Grants.gov, on or before the deadline. The Director makes final funding decisions consistent with the purposes of the agency’s mission and programs.
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).
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 July 2019.
We will notify both successful and unsuccessful applicants of funding decisions by email.
For applicants who receive awards, the award packet will be sent to the Project Director, Primary Contact/Grants Administrator, and Authorized Representative/Authorizing Official (as identified on the SF-424S). The award packet will contain the following:
cover letter;
Official Award Notification for Grants and Cooperative Agreements (the authorizing document for the award);
links to the General Terms and Conditions for IMLS Discretionary Grant and Cooperative Agreement Awards, reporting forms, and the Grantee Communications Kit; and
reviewer comments.
Your period of performance will be included on your Official Award Notification for Grants and Cooperative Agreements. The award period of performance 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. The award period of performance would begin on August 1, 2019 and would end no later than July 31, 2020.
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.
At a minimum, you will be required to submit a performance report and financial report annually.
Reports are due according to the reporting schedule that is part of your Official Award Notification for Grants and Cooperative Agreements. Grantees must submit reports electronically using the IMLS performance and financial report forms. In support of the agency’s commitment to open government, interim and final performance reports may be made accessible on the IMLS website to engage the public in communities of practice and to inform application development and grant making strategies.
For details and forms, please see the Manage Your Award: 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.
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.
Click here for IMLS staff contact information for this initiative. IMLS staff are available by phone and email to answer programmatic and administrative questions relating to this initiative.
Contact Grants.gov or call their help line at 1-800-518-4726 for assistance with software issues, registration issues, and technical problems.
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.
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.
IMLS may share grant applications, work products, and reports with grantees, potential grantees, and the general public to further the mission of the agency and the development of museum, library, and information services. These materials may be disseminated broadly and made available in a variety of ways and formats.
For the above reasons, you should not include in your application any information that you consider to be confidential or proprietary. However, if you do decide to provide information that you consider confidential or proprietary, you must clearly identify it as such. IMLS will handle confidential and proprietary information in accordance with applicable law (e.g., Freedom of Information Act [FOIA], Privacy Act).
Read more about sharing and copyright of IMLS-supported work products and management of digital products (including research data and other digital content) produced with IMLS support.
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.
You can check the IMLS website for information on IMLS and IMLS activities.
IMLS is not obligated to make any Federal award or commitment as a result of this announcement.
If you are interested in serving as a peer reviewer, you may enter your contact information, identify your experience and expertise, and upload your resume through our online reviewer application at www.imls.gov/grants/become-reviewer. If you are identified as a potential reviewer, we will notify you by email prior to the next review period to confirm your availability.
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 3 hours. This includes the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and writing and reviewing the answers.
We estimate that it will take you an average of 15 minutes per response for the IMLS Program Information Sheet and three hours per response for the IMLS Budget Form. We estimate that it will take you an average of 60 minutes per response for the Digital Product Form.
Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Institute of Museum and Library Services at 955 L’Enfant Plaza North, SW, Suite 4000, Washington, DC, 20024-2135, and to the Office of Management and Budget, Paperwork Reduction Project (3137-0091), Washington, DC, 20503.
IMLS-CLR-D-0030
OMB Control #: 3137-0093, Expiration date: 9/30/2021
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.
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.
Financial, Administrative, and Legal Accountability
The authorized representative, on behalf of the applicant, certifies that the applicant has legal authority to apply for federal assistance and the institutional, managerial, and financial capability (including funds sufficient to pay the non-federal share of project costs) to ensure proper planning, management, reporting, recordkeeping, and completion of the project described in this application.
The authorized representative, on behalf of the applicant, certifies that the applicant will cause to be performed the required financial and compliance audits in accordance with applicable law.
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with the provisions of applicable OMB Circulars and regulations.
Nondiscrimination
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with the following nondiscrimination statutes and their implementing regulations:
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));
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);
Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681–1683, §§ 1685–1686), which prohibits discrimination on the basis of sex in education programs;
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
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:
are presently excluded or disqualified;
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;
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
have had one or more public transactions (federal, state, or local) terminated within the preceding three years for cause or default.
Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application.
The applicant, as a primary tier participant, is required to comply with 2 C.F.R. pt. 180 subpart C (Responsibilities of Participants Regarding Transactions Doing Business with Other Persons) as a condition of participation in the award. The applicant is also required to communicate the requirement to comply with 2 C.F.R. pt. 180 subpart C (Responsibilities of Participants Regarding Transactions Doing Business with Other Persons) to persons at the next lower tier with whom the applicant enters into covered transactions.
As noted in the preceding paragraph, applicants who plan to use IMLS awards to fund contracts should be aware that they must comply with the communication and verification requirements set forth in the above Debarment and Suspension provisions.
Federal Debt Status
The authorized representative, on behalf of the applicant, certifies to the best of his or her knowledge and belief that the applicant is not delinquent in the repayment of any federal debt.
Drug-Free Workplace
The authorized representative, on behalf of the applicant, certifies, as a condition of the award, that the applicant will or will continue to provide a drug-free workplace by complying with the requirements in 2 C.F.R. pt. 3186 (Requirements for Drug-Free Workplace (Financial Assistance)). In particular, you as the recipient must comply with drug-free workplace requirements in subpart B (or subpart C, if the recipient is an individual) of 2 C.F.R. pt. 3186, which adopts the Government wide implementation (2 C.F.R. pt. 182) of sec. 5152-5158 of the Drug-Free Workplace Act of 1988 (Pub. L. 100-690, Title V, Subtitle D; 41 U.S.C. §§ 701–707).
This includes, but is not limited to: making a good faith effort, on a continuing basis, to maintain a drug-free workplace; publishing a drug-free workplace statement; establishing a drug-free awareness program for your employees; taking actions concerning employees who are convicted of violating drug statutes in the workplace; and identifying (either at the time of application or upon award, or in documents you keep on file in your offices) all known workplaces under your federal awards.
Trafficking in Persons
The authorized representative, on behalf of the applicant, certifies, as a condition of the award, that the applicant will comply with the trafficking in persons requirements that are set out in the General Terms and Conditions for IMLS Discretionary Awards (2 C.F.R. 175.15 Award Term).
Certification Regarding Lobbying Activities
(Applies to Applicants Requesting Funds in Excess of $100,000) (31 U.S.C. § 1352)
The authorized representative certifies, to the best of his or her knowledge and belief, that:
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.
If any funds other than federal appropriated funds have been paid or will be paid to any person (other than a regularly employed officer or employee of the applicant, as provided in 31 U.S.C. § 1352) for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the authorized representative shall complete and submit Standard Form LLL, “Disclosure of Lobbying Activities,” in accordance with its instructions.
The authorized representative shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance is placed when the transaction is made or entered into. Submission of this certification is a prerequisite for making or entering into the transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
General Certification
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with all applicable requirements of all other federal laws, executive orders, regulations, and policies governing the program.
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. 11593) and any related applicable preservation laws.
Environmental Protections
The authorized representative, on behalf of the applicant, certifies that the project will comply with environmental standards, including the following:
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;
notification of violating facilities pursuant to Exec. Order No. 11738;
protection of wetlands pursuant to Exec. Order No. 11990, as amended by Exec. Order No. 12608;
evaluation of flood hazards in floodplains in accordance with Exec. Order No. 11988, as amended see Executive Order 12148);
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.);
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.);
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
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).
All non-federal entities are required to have a Dun and Bradstreet Data Universal Numbering System (D-U-N-S®) number (a unique entity identifier) in order to apply for, receive, and report on federal awards.
You should verify that your organization has a D-U-N-S® number. You can get one within two business days at no cost by calling the dedicated toll-free D-U-N-S® number request line at 1-866-705-5711 or by visiting http://www.dnb.com/duns-number.html.
The System for Award Management (SAM) is a federal repository that centralizes information about grant applicants and recipients. You must be registered with SAM.gov before you register with Grants.gov. There is no fee to register with SAM.gov. Click here to find information about registering with SAM.gov.
SAM.gov registration requires an original, signed notarized letter identifying the authorized “Entity Administrator” for the organization associated with the D-U-N-S® number before a SAM.gov entity registration or renewal will be activated. For more information and updates, please see the FAQ at https://www.gsa.gov/about-us/organization/federal-acquisition-service/office-of-systems-management/integrated-award-environment-iae/sam-update.
We recommend that you allow several weeks to complete your SAM.gov registration. You must renew your registration in SAM.gov at least every 12 months—and sooner, if your information changes. An expired registration will prevent you from submitting applications via Grants.gov and receiving awards or payments. Grant payments will be made to the bank account that is associated with your SAM.gov registration.
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/authorize-roles.html.
Click here to learn more about Grants.gov resources, which include checklists, FAQs, and online tutorials to assist you in preparing your organization to submit applications.
Grants.gov applicants apply online using “Workspace”. “Workspace” is a shared, online environment where members of a grant team may simultaneously access and edit different web forms within a grant application. For each funding opportunity, you can create individual copies of a workspace to complete your application. Here is an overview of how to apply on Grants.gov. https://www.grants.gov/web/grants/applicants/workspace-overview.html
Designate more than one Authorized Organization Representative (AOR) when you register in Grants.gov. This will help avoid last-minute crises in the event that your one AOR is unavailable when you are ready to submit your application.
Update the contact information and password in Grants.gov when the AOR at your organization changes.
Grants.gov offers online support regarding Adobe® software and browser compatibility. Contact Grants.gov at [email protected] or call the help line (1-800-518-4726) for technical assistance. The help line is available 24 hours a day, seven days a week, except for federal holidays.
On the IMLS Program Information Sheet, you selected an IMLS Agency-Level Goal (PDF, 4.5MB), from among Promote Lifelong Learning, Build Capacity, and Increase Public Access, with which your project best aligns.
Below is a list of pre-determined Performance Measure Statements for the first two goals to help IMLS document the collective achievements of the Promote Lifelong Learning and Build Capacity projects we fund. Applicants submitting proposals aligned with the third goal, Increase Public Access, are asked to write one or more statements in their Narrative to describe what success will look like for their projects and to identify the relevant data that they will collect and report. As a result, there are no pre-determined Performance Measure Statements for this third goal.
IMPORTANT: You will be required to provide specific information directly relating to these Performance Measure Statement(s) in your Final Performance Report. You may design and administer a more elaborate survey than what will be required to gather this specific information. These information-gathering activities must be incorporated into your application Narrative, Schedule of Completion, Budget Form, and Budget Justification, as necessary.
IMLS Agency-Level Goal 1: Promote Lifelong Learning
Performance Measure Statement |
Information You Will Be Expected to Report |
Survey Respondent: Program/Project Participants |
Data to be Collected |
My understanding has increased as a result of this program/training:
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My interest in this subject has increased as a result of this program/training:
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I am confident I can apply what I learned in this program/training:
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IMLS Agency-Level Goal 2: Build Capacity
Performance Measure Statement |
Information You Will Be Expected to Report |
Survey Respondent: Grantee |
Data to be Collected |
My understanding has increased as a result of this program/training:
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My interest in this subject has increased as a result of this program/training:
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I am confident I can apply what I learned in this program/training:
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My organization is better prepared to provide a program or service that addresses community needs.
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My organization is better able to engage my community.
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My organization is better prepared to develop and maintain on-going relationships with community partners.
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My organization is better prepared to share knowledge and other resources as an active contributor to problem solving in the community.
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The organization offers programs, services, or resources that address community needs.
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The organization is an active contributor to problem solving in the community.
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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
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 Program Information Sheet.
Address: Enter your legal applicant’s address as it appears in your SAM.gov registration.
Web Address: Enter your web address.
Type of Applicant: Select the code that best characterizes your organization from the menu in the first dropdown box. Leave the other boxes blank.
Employer/Taxpayer Identification Number (EIN/TIN): Enter the EIN or TIN assigned to your organization by the Internal Revenue Service.
Organizational DUNS: Enter your organization’s D-U-N-S® number received from Dun and Bradstreet.
Congressional District: Enter your organization’s congressional district. Use the following format: two-letter state abbreviation, followed by a hyphen, followed by a zero, followed by the two-digit district number. For example, if the organization is located in the 5th Congressional District of California, enter “CA-005.” For the 12th Congressional District of North Carolina, enter “NC-012.” For states and territories with “At Large” Congressional Districts—that is, one representative or delegate represents the entire state or territory—use “001,” e.g., “VT-001.”
If your organization does not have a congressional district (e.g., it is located in a U.S. territory that does not have districts), enter “00-000.” To determine your organization’s district, visit the House of Representatives website by clicking here and using the “Find Your Representative” tool.
Item 6. Project Information
Project Title: Enter a brief descriptive title for your project. IMLS may use this title for public information purposes.
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.
Proposed Project Start Date/End Date: Enter the start date and end date of the proposed period of performance in the format mm/dd/yyyy. The project period begins on the first day of the month in which project activities start and ends on the last day of the month in which these activities are completed. Refer to Section B of this Notice of Funding Opportunity to determine when your project can begin.
Item 7. Project Director
The Project Director is the person who will have primary responsibility for carrying out your project’s activities. Enter the requested information for this individual here.
IMLS requires that the Project Director be a different person than the Authorized Representative.
Item 8. Primary Contact/Grants Administrator
The Primary Contact/Grants Administrator is the person who has primary responsibility for administering the award. Enter the requested information for this individual here. If the Primary Contact/Grants Administrator is the same as the Authorized Representative, please still complete both Items 8 and 9.
In some organizations this individual may be the same as the Project Director. If this is the case, check the box and skip to Item 9.
Item 9. Authorized Representative
The Authorized Representative is the person who has the authority to legally bind your organization. Enter the requested information for this individual here. The Authorized Representative cannot be the same person as the Project Director. By checking the “I Agree” box at the top of Item 9, this individual certifies the applicant’s compliance with the IMLS Assurances and Certifications and any other relevant federal requirements.
The “Signature of Authorized Representative” and “Date Signed” boxes will be automatically populated by Grants.gov upon submission of the application. This will be the person whose name was listed as your organization’s authorized representative when you registered with Grants.gov. Please note that this name might not be the same as the name and other information you entered in Item 9 above; however, the person whose name appears in the “Signature of Authorized Representative” box must have authorization from your organization to submit this application on behalf of your organization.
Submission of the electronic application acknowledges that your organization certifies compliance with relevant federal requirements, including but not limited to the IMLS Assurances and Certifications, to the same extent as the signature does on a paper application.
Applicant Information:
Legal Name: From 5a on the SF-424S.
Organizational D-U-N-S ® Number: From 5f on the SF-424S.
Expiration date of your SAM.gov registration: Enter the expiration date of your SAM.gov registration in the fill-in field. Please note that before submitting an application, your organization must have a current SAM.gov registration.
Organizational Unit Name: If you cannot apply for grants on your own behalf, then enter your organizational unit's name and address in these spaces.
Organizational Unit Address: Be sure to include the four-digit extension on the ZIP code.
Organizational Unit Type: Select the one that most accurately describes your organization.
Organizational Financial Information: a-d. All applicants must provide the information requested.
Grant Program: Select Native American Basic Grant under c. Native American/Native Hawaiian Library Services.
Agency-Level Goals: Select one of the three IMLS Agency-Level Goals with which your project best aligns.
IMPORTANT: If you select Promote Lifelong Learning or Build Capacity, be sure to review the pre-determined Performance Measure Statements and Information to be Collected and Reported.
If your project involves collections and/or their associated documentation, select Increase Public Access. Be sure to review the instructions in Section D2c6 to include in your Narrative one or more statements to describe what success will look like for your project and to identify the relevant data that you will collect and report. There are no pre-determined Performance Measure Statements associated with this Agency-Level Goal.
Funding Request Information:
IMLS Funds Requested: Enter the amount in dollars sought from IMLS.
Cost share amount: If your proposal includes cost share, enter the amount of non-federal funding you are providing. Click here for further information on cost sharing.
Population Served: Check the boxes that reflect the population(s) to be served by your project.
Museum Profile: Skip this section.
Project Elements: Skip this section.
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.
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.
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.
Travel: Explain the method of cost computation for each travel cost, including subsistence, lodging, and transportation, in your Budget Justification.
You must use the lowest available commercial fares for coach or equivalent accommodations, and you must use U.S. flagged air carriers for foreign travel when such services are available, in accordance with applicable U.S. legal requirements.
Please refer to the Narrative section of this Notice of Funding Opportunity for information about special travel requirements, if any.
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.
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.
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.
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.
Total Direct Costs: These amounts will total automatically.
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.
Total Project Costs: These amounts will total automatically.
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.
To write your budget justification, follow the format of the IMLS Budget Form’s section headings and save it as a PDF. Address both grant funds and cost share.
1. Salaries and Wages
Identify each person whose salary or wages will be paid with IMLS funds or by cost share, provide their names, describe their role in the project, the percent of time to be devoted to the project, and their rate of pay. If cost share is being provided by unpaid volunteers, explain how you arrived at the dollar amount used to represent the value of their services.
If you are requesting IMLS funding for salaries of permanent staff, explain the reason for the request and how the regular duties of these individuals will be performed during the award period of performance.
2. Fringe Benefits
Identify your organization’s fringe benefit rate and explain the base for the calculation for each person. If you have consolidated several persons’ fringe benefits into a single line on the IMLS Budget Form, break out the detail here.
3. Travel
For each trip, explain the purpose of the trip and specify the points of origin and destination, the name of the traveler, and break out the costs of transportation, lodging, per diem, and any other expenses associated with the travel. Explain how you arrived at the dollar amount.
4. Supplies, Materials, and Equipment
List each type of supply, material, and equipment you propose to purchase or provide as cost share for the project. Detail the number and unit cost for each item, and explain how you arrived at the dollar amounts. Provide vendor quotes or price lists as Supporting Documents with your application.
5. Contracts and Subawards
List the costs of project activities to be undertaken by third parties for the project. (Familiar terms for third parties can include partners, consultants, subgrantees, collaborators, vendors, or service providers.) Identify each third party by name, describe their role in the project, the activities they will carry out, and the cost. For each entry, designate the third party as either a subrecipient or a contractor. Explain costs for third parties and provide relevant Supporting Documents with your application. IMLS grant funds may generally not be provided to other U.S. government agencies.
You are responsible for making a case-by-case determination as to whether the agreement you make with a third party should be a contract or a subaward. That determination will depend upon the nature of your relationship with the third party with respect to the activities to be carried out. (See 2 C.F.R. § 200.330 (Subrecipient and contractor determinations).)
6. Student Support
Explain your method for calculating the costs listed in this section. Please click here for a definition and examples of student support.
7. Other Costs
Use this section for costs that cannot be assigned to other categories.
8. Total Direct Costs
Indicate the total direct costs, and specify how much you are asking from IMLS and how much you intend to provide as cost share.
9. Indirect Costs
Indirect costs are expenses that are incurred for common or joint objectives that cannot be easily identified with a particular project. No indirect costs are allowed under this program. Please do not include indirect costs in your budget. 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.
What are indirect costs?
Indirect costs are expenses that are incurred for common or joint objectives that cannot be easily identified with a particular project. Some examples include utilities, general insurance, use of office space and equipment that you own, local telephone service, and the salaries of the management and administrative personnel of the organization. See 2 C.F.R. pt. 200 for additional guidance.
What are our options for calculating and including indirect costs in our project budget?
You can choose to:
Use a rate not to exceed your current indirect cost rate already negotiated with a federal agency;
Use an indirect cost rate proposed to a federal agency but not yet finalized (if the rate is not finalized by the time of award, it will not be allowed);
Use a rate not to exceed 10% of modified total direct costs if you have never had a federally negotiated indirect cost rate and you are not subject to other requirements (e.g., for States and local governments and Indian tribes); or
Not include any indirect costs.
What is a federally negotiated indirect cost rate, and how do we use one?
Federally negotiated indirect cost rates are negotiated agreements between federal agencies and non-federal entities. If your organization already has an existing negotiated indirect cost rate in effect with another federal agency, you may use this rate to calculate total project costs, as long as you apply the rate in accordance with the terms of the negotiated agreement and include a copy of the current negotiated agreement with your grant application. You may also choose to use a rate lower than your current federally negotiated indirect cost rate. We will only accept federally negotiated indirect cost rates that are current by the award date.
What if we use an indirect cost rate that we proposed to a federal agency but is not yet finalized?
If your organization is in the process of negotiating an indirect cost rate with a federal agency, you may use the indirect cost rate that was proposed to the federal agency to estimate total project costs. In such situations, if we award a grant, we will accept the rate only if the negotiations are final by the award date and a copy of the final agreement is submitted to us. IMLS staff will work with you to adjust your budget prior to awarding the grant.
How do we use the 10% indirect cost rate?
Except for those non-federal entities described in Appendix VII to 2 C.F.R. pt. 200, you may choose to charge a rate not to exceed 10% of modified total direct costs (MTDC), as long you have never had a federally negotiated indirect cost rate and you meet the applicable requirements. See 2 C.F.R. part 200, including 2 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.)
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.
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.
IMLS broadly defines digital products as any digital content, resources, assets, software, or datasets that you may create, collect, or develop during the course of your project.
IMLS is committed to expanding public access to federally funded research, data, and other digital products. The assets you create with IMLS funding require careful stewardship to protect and enhance their value, and they should be freely and readily available for use and re-use by libraries, archives, museums, and the public. However, applying these principles to the development and management of digital products is not always straightforward. We require that you follow the directions addressing specific aspects of creating and managing digital products in the Digital Product Form. Click here to access the Digital Product Form (PDF, 2MB; Word, 40.4KB).
Additionally, IMLS participates in the Federal Agencies Digital Guidelines Initiative (FADGI), a collaborative effort by federal agencies to define common standards, guidelines, methods, and best practices for creating digital collections. The FADGI website includes a growing list of links to relevant standards, recommendations, and other resources. While this list is not exhaustive—nor do we endorse any specific resource—applicants considering digital projects may find the information useful. Click here to access the FADGI website.
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.
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.
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.
IMLS is committed to expanding public access to federally funded digital products (i.e., digital content, resources, assets, software, and datasets). We require that you follow the directions addressing specific aspects of creating and managing digital products in the Digital Product Form. The form provides additional instructions and guidance. Click here to access the Digital Product Form (PDF, 2MB; Word, 40.4KB).
As a non-federal entity, you must follow IMLS conflict of interest policies for federal awards. You must disclose in writing any potential conflict of interest to an IMLS Program Officer, or to the pass-through entity if you are a subrecipient or contractor. This disclosure must take place immediately whether you are an applicant or have an active IMLS award.
The IMLS conflict of interest policies apply to subawards as well as contracts, and are as follows:
As a non-federal entity, you must maintain written standards of conduct covering conflicts of interest and governing the performance of your employees engaged in the selection, award, and administration of subawards and contracts.
None of your employees may participate in the selection, award, or administration of a subaward or contract supported by a federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from an organization considered for a subaward or contract. The officers, employees, and agents of the non-federal entity must neither solicit nor accept gratuities, favors, or anything of monetary value from subrecipients or contractors or parties to subawards or contracts.
If you have a parent, affiliate, or subsidiary organization that is not a state, local government, or Indian tribe, you must also maintain written standards of conduct covering organizational conflicts of interest. Organizational conflicts of interest means that because of relationships with a parent company, affiliate, or subsidiary organization, you are unable or appear to be unable to be impartial in conducting a subaward or procurement action involving a related organization.
OMB Control #: 3137-0093, Expiration Date 9/30/21 IMLS-CLR-D-0021
| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| File Title | Native Hawaiian Library Services Grant Notice of Funding Opportunity |
| Subject | Native Hawaiian Library Services Grant Notice of Funding Opportunity |
| Author | Institute of Museum and Library Services |
| File Modified | 0000-00-00 |
| File Created | 2024-10-07 |