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STEM EXPERT FACILITATION OF FAMILY
LEARNING IN LIBRARIES AND MUSEUMS
(STEMEX) - A NATIONAL LEADERSHIP GRANTS
SPECIAL INITIATIVE
Home
A. Program Description
B. Federal Award Information
C. Eligibility Information
D. Application and Submission Information
E. Application Review Process
F. Award Administration Information
G. Contacts
H. Other Information
Links
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STEM Expert Facilitation of Family Learning in Libraries
and Museums (STEMeX) – A National Leadership Grants
Special Initiative – FY16 Notice of Funding Opportunity
Federal Awarding Agency:
Funding Opportunity Title:
Institute of Museum and Library Services
STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) –
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
A National Leadership Grants Special Initiative – FY16 Notice of Funding Opportunity
Announcement Type:
Notice of Funding Opportunity
Funding Opportunity
Number:
NLGSPECIALINITIATIVE-STEMEX-FY16
Catalog of Federal Financial
Assistance (CFDA)
Number:
45.312
Due Date:
Submit through Grants.gov by 11:59 p.m. U.S. Eastern Time on May 1, 2016
Anticipated Date of
Notification of Award
Decisions:
September 2016 (subject to the availability of funds and IMLS discretion)
Beginning Date of Period of
Performance:
Not earlier than October 1, 2016
Equal Opportunity
IMLS-funded programs do not discriminate on the basis of race, color, national origin, sex, disability, or age. For further
information, email the Civil Rights Officer at CivilRights@imls.gov or write to the Civil Rights Officer, Institute of Museum
and Library Services, 1800 M Street, NW, 9th Floor, Washington, DC 20036-5802.
A. Program Description
What is this special initiative?
National Leadership Grants for Libraries (NLG-Libraries) and National Leadership Grants for Museums (NLG-Museums),
under which this special initiative falls, support projects that address challenges faced by the library and museum fields and
that have the potential to advance practice in those fields.
This joint NLG-Libraries and NLG-Museums special initiative invites proposals for research on informal educational
approaches that leverage community Science, Technology, Engineering, and Math (STEM) professionals in the broadest
sense. Funded research projects will create a foundation for reaching children and families from diverse economic,
geographic, social, and cultural backgrounds, with different levels of knowledge about STEM.
We are interested in proposals for design-based research projects that develop and explore models for inquiry-based STEM
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
programs delivered by scientists, engineers, and related technical practitioners (STEM experts) to children ages 6-10 and their
families. In particular, proposals should address the role of expert oral narratives (e.g., storytelling, personal histories, and
analogies) as part of object-based science inquiry (Dahlstrom, 2014). Proposals should include information about how
findings from this research will be applicable in both museum and library settings.
STEM experts are invaluable community resources for conveying the processes of scientific inquiry as well as the practices
of STEM (Flick, 1990; France & Bay, 2010; Hobbs & Davis, 2013; Montano, 2012; Morrison & Estes, 2007; Tala &
Vesterinen, 2015) which provide an essential foundation for science literacy (AAAS, 1993; Bybee, 1997; DeBoer, 2000).
Many communities have a wealth of STEM experts including academic researchers, hydrologists, dental hygienists, road
engineers, art conservators, and many others. At the same time, libraries and museums are eager to feature "faces of science"
in their programs. In both school programming and informal learning contexts, important progress has been made to instill
STEM inquiry skills and practices through role-based programs and by connecting learners to experts (Chen, 2014; Eberbach
& Crowley, 2009; Farland Smith, 2009; Howitt, Rennie, Heard, & Yuncken, 2009; Navid & Einsiedel, 2012; Rennie, 2012;
Zhai & Dillon, 2014). Demand has increased for diverse informal learning mechanisms that connect STEM experts with the
public, such as citizen science programs, science cafes, maker events, site visits to research and development facilities, onsite
museum research labs, and online hangouts. However, the library and museum fields have not fully engaged in research to
understand the roles of community STEM experts within family learning experiences.
This special initiative seeks projects that will build upon models and frameworks such as but not limited to those exploring
connected learning (Ito et. al, 2013); object-based learning (Paris, 2002); problem-based learning (Hmelo-Silver, 2004);
making and tinkering (Vossoughi & Bevan, 2014); and sociocultural learning among children and families (Bamberger, 2014;
Cox-Peterson et., al, 2003; Haden, 2010; Kisiel, Rowe, Vartabedian, & Kopczak, 2012; Zimmerman, Perin & Bell, 2010).
Any products should be adoptable and adaptable by museums and libraries of various sizes, disciplines, and resources. The
desired outcome for young children and their families will be engagement with STEM professionals that enhances skills in
scientific inquiry and interest and affinity with STEM within a range of real life contexts.
Because we are calling for members of different communities to work with and learn from one another, we encourage
collaboration and outreach (e.g. de Lacalle, & Petruso, 2012). It is essential that researchers define and operationalize
constructs that are key for their projects, such as learning, engagement, inquiry, and argumentation. In addition, project
proposals should use pedagogical approaches and techniques that enhance children’s identification with experts and interest
in STEM careers and build STEM knowledge that becomes part of decision-making in everyday life. Successful proposals
may suggest pathways to explore how to engage parents in activities involving experts in their children’s learning activities.
Project results will support family learning in a variety of library and museum contexts.
Proposals should describe how STEM experts can use objects--broadly defined and including specimens collected by
researchers, collection materials and their representations, experts’ equipment, electronics, books, photographs, models and
journals--to scaffold the development of STEM knowledge and skills and promote interest in, and affinity, with STEM
among family members. We anticipate the results of funded projects will explore how the processes of inquiry and related
practices in STEM are embedded within the life stories and related problem-solving activities of experts. In addition, we seek
results that will provide connections to the enriching environments offered by museums and libraries and will thus support
and contextualize such STEM explorations.
An important consideration in funding proposals is the potential of projects to generate research findings that will serve as the
basis for tools and resources that will support ongoing application across both museums and libraries. Successful projects will
be intentionally designed to articulate and refine models, techniques, and approaches that can help museum and library
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
professionals from institutions of varying sizes and disciplines facilitate family learning of STEM content and increasing
awareness of scientific processes.
Awards will support two-year research projects. Proposals should describe how research teams will use an iterative, designbased research approach (Barab & Squire, 2004) to develop practices and models for various library and museum contexts.
IMLS expects project staff funded through this special initiative to share their research findings with IMLS, the staff of other
projects funded under the same initiative, and with a third-party evaluator through periodic teleconferences, email, and inperson convenings.
Potential supplemental funding may be provided (subject to the availability of funding, IMLS discretion, and written notice)
for up to three additional years to implement curricula and programs after the research results are reviewed. Supplemental
funding may support testing frameworks or models at increased scale, an evaluation of scaling, the creation and refinement of
a toolkit, additional testing of frameworks or models in diverse cultural contexts, and identification of approaches to enhance
adoption within libraries and museums. The goal of supplemental funding is to move the body of knowledge and related
products towards applicability in a broad range of institutional and community contexts.
What are the characteristics of successful projects?
Successful projects will develop and explore models for inquiry-based programs delivered by STEM experts to children and
their families. These projects will build on prior theoretical and empirical work about how children learn (e.g. Benjamin,
Haden, & Wilkerson, 2010; Fender & Crowley, 2007; Herrenkohl & Guerra, 1998; Jant, Haden, Uttal, & Babcock, 2014;
Kim & Crowley, 2010; Scherz & Oren, 2006; Weisberg, Sobel, Goodstein, & Bloom, 2013; Wilson, Krakowsky & Herget,
2010) and address learning during a key period of children’s social, cognitive, and identity development (ages 6-10). In
addition, such projects will produce research results that are inclusive of children and families from diverse economic and
cultural backgrounds. The research should explore the role of expert oral narratives (e.g., storytelling, personal histories, and
analogies) and problem-solving as part of object-based inquiry within real world STEM contexts. Successful projects will
study and formalize a learning model for science-based family learning experiences. Competitive research projects will
simultaneously address learning in both libraries and museums, incorporating existing learning sciences theory (Sawyer,
2014) and appropriate modes of inquiry (Penuel & Frank, 2015) that can translate across institution types.
Research should be designed so as to explore some of the following questions and areas of opportunity:
how the processes of inquiry and problem solving are embedded within the life stories and personal experiences of
STEM experts
methods for understanding the nature of inquiry and how to apply it within both library and museum settings
how STEM expert narratives can shape parent-child conversations during hands-on activities that will impact children's
interest and understanding of STEM
potential effects of STEM expert narratives on children’s and families’ engagement in areas such as language skills, real
world problem solving abilities, or parental comfort with supporting their child’s learning
potential effects of objects combined with STEM expert narratives in guiding families towards gaining new STEM
knowledge and skills
how potential impacts of STEM expert narratives are connected to a family’s knowledge of and/or comfort with STEM
topics
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
We are interested in the development and refinement of frameworks and guidance on approaches to working with STEM
experts in order to enhance family STEM learning. Such products could include:
identifying the impacts that STEM expert narratives may have in enabling children to use general cognitive mechanisms
and artifacts in developing knowledge to make predictions, generate explanations or inferences, and other practices in
science and engineering
a working framework about where to best place STEM experts' narratives within the family's inquiry process
recommendations about where and how objects are best used within the inquiry process in combination with STEM
experts’ narratives
determining how certain types of STEM experts’ narratives and their placement within the inquiry process can engage
parents in their child’s learning
identifying ways parents can support children's memory and cognitive development within inquiry-based activities
identification of how the effectiveness of narratives may be dependent on the family's pre-existing knowledge of/comfort
with STEM processes
an understanding of how the effectiveness of narratives may be dependent on differing cultural contexts around STEM
processes
recommendations about STEM experts' delivery modes and content that will support parents in actively learning science
with their children
We also seek to bridge gaps between how museums and libraries currently approach using experts in their programs.
Given the specificity and range of elements involved in developing a successful proposal for this initiative, potential
applicants are strongly encouraged to contact IMLS program staff before submitting a proposal.
What are the IMLS Agency-level goals?
The mission of the Institute of Museum and Library Services (IMLS) is to inspire libraries and museums to advance
innovation, lifelong learning, and cultural and civic engagement. We provide leadership through research, policy
development, and grant making.
U.S. museums and libraries are at the forefront in the movement to create a nation of learners. As stewards of cultural and
natural heritage with rich, authentic content, libraries and museums provide learning experiences for everyone. In FY2016,
each award under this program will support one of the following three goals of the IMLS strategic plan for 20122016, Creating a Nation of Learners:
1. IMLS places the learner at the center and supports engaging experiences in libraries and museums that prepare people to
be full participants in their local communities and our global society.
2. IMLS promotes museums and libraries as strong community anchors that enhance civic engagement, cultural
opportunities, and economic vitality.
3. IMLS supports exemplary stewardship of museum and library collections and promotes the use of technology to
facilitate discovery of knowledge and cultural heritage.
The goals focus on achieving positive public outcomes for communities and individuals; supporting the unique role of
museums and libraries in preserving and providing access to collections and content; and promoting library, museum, and
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information service policies that ensure access to information for all Americans.
How much money can my institution apply for?
Awards in this special initiative may be made up to up to $1,000,000.
Where can I find the Authorizing Statute and Regulations for this Funding
Opportunity?
Statute: 20 U.S.C. §9101 et seq.; in particular, §9162, and §9171 et seq. (Museum Services).
Regulations: 45 CFR Chapter XI and 2 CFR Chapter XXXI
You are required to follow the IMLS regulations that are in effect at the time of the award.
PLEASE NOTE: The recent Office of Management and Budget (OMB) final guidance on Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards (Grant Reform) has streamlined and consolidated
grant requirements. The Grant Reform can be found at 2 CFR Part 200. With certain IMLS-specific additions, IMLS
regulations at 2 CFR Part 3187 formally adopt the 2 CFR Part 200 Grant Reform. The Grant Reform as adopted by IMLS at 2
CFR Part 3187 will be effective for all awards made after December 26, 2014.
B. Federal Award Information
Total amount of funding expected to be awarded
$2,500,000
Anticipated number of awards
3
Range of awards
Up to $1,000,000
Average amount of funding per award
$700,000
Type of assistance instrument
Grant
Anticipated start date
Not earlier than October 1, 2016. Projects must begin on
October 1, November 1, or December 1, 2016.
Anticipated period of performance
October 2016-November 2018. Project activities may be carried
out for up to two years.
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The funding in the above Federal Award Information is subject to the availability of funds and IMLS discretion.
C. Eligibility Information
What are the eligibility requirements for this program?
The information below outlines eligibility requirements for a museum entity or library entity, and some institutions may be
eligible as both. An institution will not be asked to identify as a museum or library, but will be asked to identify the
organization type on the SF424S and the organization unit type on the Program Information Sheet (Section f).
To be eligible as library entity, you must:
be either a unit of State or local government or be a private nonprofit organization that has tax-exempt status under the
Internal Revenue Code;
be located in one of the 50 States of the United States of America, the District of Columbia, the Commonwealth of
Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, the Commonwealth of the Northern Mariana Islands, the
Republic of the Marshall Islands, the Federated States of Micronesia, or the Republic of Palau; and
qualify as one of the following:
a library or a parent organization, such as a school district, a municipality, a State agency, or an academic
institution, that is responsible for the administration of a library. Eligible libraries include public libraries, public
elementary and secondary school libraries, college and university libraries, research libraries and archives that are
not an integral part of an institution of higher education and that make publicly available library services and
materials that are suitable for scholarly research and not otherwise available. Research libraries must be under the
supervision of at least one permanent professional staff librarian and be either generally recognized as possessing
unique, scholarly research materials and services that are made available to the public, or able to demonstrate that
such is the case when submitting an application to IMLS
a private library or other special library, but only if the State in which it is located determines that the library should
be considered a library for purposes of Library Services and Technology (see 20 U.S.C. 9121-9165)
an academic or administrative unit, such as a graduate school of library and information science that is part of an
institution of higher education through which it would make application
a digital library, if it makes library materials publicly available and provides library services, including selection,
organization, description, reference, and preservation, under the supervision of at least one permanent professional
staff librarian
a library agency that is an official agency of a State or other unit of government and is charged by the law
governing it with the extension and development of public library services within its jurisdiction
a library consortium that is a local, statewide, regional, interstate, or international cooperative association of library
entities that provides for the systematic and effective coordination of the resources of eligible libraries, as defined
above, and information centers that work to improve the services delivered to the clientele of these libraries or
a library association that exists on a permanent basis; serves libraries or library professionals on a national, regional,
State, or local level; and engages in activities designed to advance the well-being of libraries and the library
profession
To be eligible as a museum entity, you must meet all three of the following criteria:
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1. You must be either a unit of State or local government or be a private nonprofit organization that has tax-exempt status
under the Internal Revenue Code;
2. You must be located in one of the 50 States of the United States of America, the District of Columbia, the
Commonwealth of Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, the Commonwealth of the Northern
Mariana Islands, the Republic of the Marshall Islands, the Federated States of Micronesia, or the Republic of Palau; and
3. You must qualify as one of the following:
(a) A museum that, using a professional staff, is organized on a permanent basis for essentially educational or aesthetic
purposes; owns or uses tangible objects, either animate or inanimate; cares for these objects; and exhibits these objects
to the general public on a regular basis through facilities that it owns or operates.
What types of institutions are included in the term "museum"?
If they otherwise meet these requirements, including the criteria in 3(a) above, museums include, but are not
limited to, aquariums, arboretums, art museums, botanical gardens, children’s/youth museums, general museums
(those having two or more significant disciplines), historic houses/sites, history museums, natural
history/anthropology museums, nature centers, planetariums, science/technology centers, specialized museums
(limited to a single distinct subject), and zoological parks.
What does it mean to be using a professional staff?
An institution uses a professional staff if it employs at least one staff member, or the full-time equivalent, whether
paid or unpaid, primarily engaged in the acquisition, care, or exhibition to the public of objects owned or used by
the institution.
What does it mean to exhibit the objects to the general public?
An institution exhibits objects to the general public if such exhibition is a primary purpose of the institution. An
institution that exhibits objects to the general public for at least 120 days a year is deemed to exhibit objects to the
general public on a regular basis
An institution which does not have the exhibition of objects as a primary purpose and/or does not exhibit objects
to the public for at least 120 days a year may be determined to be eligible as a museum under certain
circumstances. For more information, please see 2 CFR §3187.3
(b) An organization or association that engages in activities designed to advance the well-being of museums and the
museum profession;
(c) An institution of higher education, including public and nonprofit universities; or
(d) A public or private nonprofit agency which is responsible for the operation of a museum that meets the eligibility
criteria in 3(a) above may apply on behalf of the museum.
Note to applicants: In order to receive an IMLS award, you must be in compliance with applicable requirements and
be in good standing on all active IMLS awards.
If my museum is located within a parent organization, can my museum apply on its
own?
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
A museum located within a parent organization that is a State or local government or multipurpose nonprofit entity, such as a
municipality, university, historical society, foundation, or cultural center, may apply on its own behalf if the museum:
is able to independently fulfill all the eligibility requirements listed in the above three criteria;
functions as a discrete unit within the parent organization;
has its own fully segregated and itemized operating budget; and
has the authority to make the application on its own.
When any of the last three conditions cannot be met, a museum may only apply through its parent organization.
Is a nonprofit organization eligible if it is affiliated with a museum?
IMLS may determine that a nonprofit organization that is affiliated with a museum is eligible for this program where the
organization can demonstrate that it has the ability to administer the project and can ensure compliance with the terms of this
Notice of Funding Opportunity and the applicable law, including the Assurances and Certifications. The applicant
organization must submit an agreement from the museum that details the activities that the applicant and museum will
perform and binds the museum to the statements and assurances made in the grant application.
What are the requirements for cost sharing?
Cost sharing is not required for research grants. Click here for further information on cost sharing.
How many applications can we submit to this special initiative?
An institution may only submit one application to this special initiative.
What if I fail to meet the eligibility requirements?
We will not review or make awards to ineligible applicants. In order to receive an IMLS award, you must be eligible and in
compliance with applicable requirements and be in good standing on all active IMLS awards.
D. Application and Submission Information
Are there registration requirements in order to submit an application?
Before submitting an application, your organization must have a current and active D-U-N-S® Number, SAM.gov
registration, and Grants.gov registration. Check your materials and registrations well in advance of the application deadline to
ensure that they are accurate, current, and active.
If your D-U-N-S® and SAM.gov registrations are not active and current at the time of submission, your application will be
rejected; if they are not active and current at the time of an award, your application cannot be funded.
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
What is a D-U-N-S® Number and how do I get one?
Click here to learn more about getting a D-U-N-S® Number.
What is the System for Award Management (SAM.gov) and how do I register?
Click here to learn more about SAM.gov Registration.
If your D-U-N-S® and SAM.gov registrations are not active and current at the time of submission, your application will be
rejected; if they are not active and current at the time of an award, your application cannot be funded.
What is Grants.gov?
Grants.gov is your place to FIND and APPLY for federal grants.
The Grants.gov program management office was established, in 2002, as a part of the President's Management Agenda.
Managed by the Department of Health and Human Services, Grants.gov is an E-Government initiative operating under the
governance of the Office of Management and Budget.
Under the President's Management Agenda, the office was chartered to deliver a system that provides a centralized location
for grant seekers to find and apply for federal funding opportunities. Today, the Grants.gov system houses information on
over 1,000 grant programs and vets grant applications for 26 federal grant-making agencies .
How can I find the application package on Grants.gov?
Use one of the following identifiers to locate the STEMeX package in Grants.gov:
CFDA No: 45.312, or
Funding Opportunity Number: NLGSPECIALINITIATIVE-STEMEX-FY16
You must register with Grants.gov prior to submitting your application package. The multi-step registration process generally
cannot be completed in a single day. If you are not already registered, you should allow at least two weeks for completing
this one-time process. Do not wait until the day of the application deadline to register.
You do not need to complete the registration process to download the application package and begin to prepare your material.
However, you will need your Grants.gov User ID and password that you obtain during the registration process to submit your
application when it is complete.
We require all applicants to apply through Grants.gov. Please note that the entire completed application must be
submitted online through Grants.gov.
Click here to learn more about Grants.gov registration and Tips for Using Grants.gov.
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Can I request an audio recording of this publication?
Upon request, we will provide an audio recording of this publication. Use Teletype (TTY/TDD) (for persons with hearing
difficulty): 202-653-4614
Can I request a paper copy of this publication?
If needed because of difficulty using Internet or for other accessibility reasons, you may also request paper copies of the
materials. Use the STEM Expert Facilitation of Family Learning in Libraries and Museums webpage for IMLS contact
information. We are available by phone at 202-653-4789.
What federal laws do I agree to comply with when I submit my application?
Click here to read the IMLS Assurances and Certifications
When and where must I submit my application?
For the STEMeX Special Initiative, Grants.gov will accept applications through 11:59 p.m. U.S. Eastern Time on May 1,
2016.
We strongly recommend that you REGISTER EARLY for DUNS and SAM.gov and COMPLETE AND SUBMIT THE
APPLICATION EARLY. We make grants only to eligible applicants that submit complete applications, including
attachments, through Grants.gov, on or before the deadline.
Contact the Grants.gov help line (1-800-518-4726) for assistance with hardware and software issues, registration issues, and
technical problems. The help line is available 24 hours a day, seven days a week, except for federal holidays, on which it is
closed.
What happens after I submit my application to Grants.gov?
Once Grants.gov has received your submission, Grants.gov will send email messages regarding the progress of your
application through the system. Over the next two business days, you should receive two emails. The first will confirm receipt
of your application by the Grants.gov system and the second will indicate that the application has either been successfully
validated by the system prior to transmission to the grantor agency (IMLS) or has been rejected due to errors. Once your
submission is retrieved by the grantor agency, you will receive a third email. You can check the status of your application(s)
after submission in Grants.gov, by using the "Track My Application" feature. You may also check the status of a submission
by logging into your Grants.gov account using the Applicant Login and clicking on the "Check Application Status" link.
What documents are required to make a complete application?
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The Table of Application Components below will help you prepare a complete and eligible application. You will find links to
more information and instructions for completing each application component in the table. Applications missing any
Required Documents or Conditionally Required Documents from this list will be considered incomplete and will be rejected
from further consideration.
How should the application components be formatted, named, and sequenced?
Document format: Aside from the SF424 listed below which is created in Grants.gov, all application components must
be submitted as PDF documents.
Page limits: Note page limits listed below. We will remove any pages above the limit, and we will not send them to
reviewers as part of your application.
Naming convention: Use the naming conventions indicated in the table. IMPORTANT: You are limited to using the
following characters in all attachment file names: A-Z, a-z, 0-9, underscore (_), hyphen (-), space, period. If you use any
other characters when naming your attachment files, your application will be rejected.
Document order: In Grants.gov, attach all application components in the sequence listed below. Use all available
spaces in the "Attachments Form" first. Attach any additional application components using the "Other Attachment
File(s)" boxes.
Complete applications: Use the table below as a checklist to ensure that you have created and attached all necessary
application components.
Any document you create must be converted to PDF format before submitting it. Click here for assistance in converting
documents to PDF . Do not send secured or password-protected PDFs; we cannot process these files.
Note that IMLS does not permit the authorized representative to be the same person as the project director on the
SF-424-S.
Table of Application Components
Component
Format
File name to use
Required Documents
The Application for Federal Assistance/Short Organizational Form (SF-
Grants.gov
424S)
form
Abstract (one page, max.)
PDF
n/a
Abstract.pdf
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
document
IMLS PDF
IMLS Program Information Sheet
form
PDF
Organizational Profile (one page, max.)
document
PDF
Narrative (ten pages, max.)
document
Schedule of Completion (one page per year, max.)
PDF
document
IMLS PDF
IMLS Budget Form
form
PDF
Budget Justification
document
List of Key Project Staff and Consultants (one page, max.)
PDF
document
Resumes of Key Project Staff and Consultants that appear on the list above
PDF
(two pages each, max.)
document
Digital Stewardship Supplementary Information Form
IMLS PDF
form
Programinfo.pdf
Organizationalprofile.pdf
Narrative.pdf
Scheduleofcompletion.pdf
Budget.pdf
Budgetjustification.pdf
Projectstaff.pdf
Resumes.pdf
Digitalstewardship.pdf
Conditionally Required Documents
PDF
Proof of Nonprofit Status
document
Federally Negotiated Indirect Cost Rate Agreement
PDF
document
Proofnonprofit.pdf
Indirectcostrate.pdf
Supporting Documents
Supportingdoc1.pdf
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
Information that supplements the narrative and supports the project
PDF
description provided in the application
document>
Supportingdoc2.pdf
Supportingdoc3.pdf
Required Documents
The Application for Federal Assistance/Short Organizational Form (SF-424S)
Click here for instructions on:
How to Fill Out the SF-424S
Abstract
A project abstract must be no more than one page and address the following:
Who is the lead applicant and, if applicable, who are the partners?
Explain how your project will address the challenge identified in this funding initiative.
How does your project benefit the museum and library fields?
What activities will you carry out and in what time frame?
What are your project’s intended outcomes?
What are your performance goals, and how will you measure your success in achieving your intended outcomes?
This abstract may be used for public information purposes, so it should be informative to other persons working in the same
or related fields, as well as to the lay reader. The abstract must not include any proprietary or confidential information.
IMLS Program Information Sheet
Download IMLS Program Information Sheet:
Adobe® PDF (318 KB)
1. Applicant Information:
a. Legal Name: From 5a on the SF424S.
b. Organizational D-U-N-S® Number: From 5f on the SF424S.
c. Expiration date of your SAM.gov registration: Enter the expiration date of your SAM.gov registration in the fill-in field.
Please note that before submitting an application, your organization must have a current SAM.gov registration.
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
d. Organizational Unit Name: If you cannot apply for grants on your own behalf, then enter your organizational unit’s name
and address in these spaces. For example, if your library is part of a parent organization, such as a university, then enter
the name of the university under Legal Name, and the library as the Organizational Unit.
e. Organizational Unit Address: Be sure to include the four-digit extension on the ZIP code.
f. Organizational Unit Type: Select the one that most accurately describes your organization.
2. Organizational Financial Information: a-d. All applicants must provide the information requested.
3. Grant Program Information: Skip this section.
4. Performance Goals: Select “Learning” and click the box next to the goal that states, “Develop and provide inclusive and
accessible learning opportunities.” If your project is funded, a third-party evaluator provided by IMLS will help your project
team measure progress toward achieving this goal.
5. Funding Request Information:
a. IMLS Funds Requested: Enter the amount in dollars sought from IMLS.
b. Cost sharing is not required for research grants and will not be considered in the evaluation of applications. If you wish
to provide cost share, enter the amount of non-federal funding you are providing. Click here for further information on
cost sharing.
6. Population Served: Check the boxes that reflect the population(s) to be served by your project.
7. Museum Profile: Museum applicants must answer all questions (a – m) in this section. If you named an organizational
unit under 1d, this information must pertain to that unit.
8. Project Elements. Skip this section.
Narrative
Write a narrative that addresses the components listed and explained below. Limit the narrative to ten single-spaced,
numbered pages. We will remove any pages above the ten-page limit, and we will not send them to reviewers as part of your
application.
Use Supporting Documents to provide supplementary material.
Make sure your organization’s name appears at the top of each page. Use at least 0.5-inch margins on all sides and a font
size of at least twelve points.
How will my narrative be reviewed?
Reviewers with a variety of professional backgrounds read applications and advise us on their merits. They base their
evaluations on the information presented in the applications. Your project narrative should therefore be clear, concise, and
well organized, with a minimum of technical jargon.
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
Review criteria are listed below for each section of the narrative. These criteria describe what the reviewers are instructed to
consider as they evaluate applications. Keep these review criteria in mind when writing your narrative.
How should my narrative be structured?
Structure your narrative according to the following outline, and be certain to address the bullet points as you write. Address
the sections of the narrative separately and in the same order in which they are listed below.
Please be advised that reviewers may also choose to visit your organization’s website, as listed on the SF-424S form provided
with this application.
1. Statement of Need
What do you propose to do?
Explain how your project will address the challenge identified in this funding initiative (as described above in Section A
Program Description - What is this Special Initiative?)·
How does this project differ from, complement, or build upon previous work in this area?
Review Criteria:
Is the project clearly explained?
How well does the project address the challenge identified in this funding initiative?
Is the research well-grounded in current literature and practice?
2. Impact
Describe your performance goals and how the project will generate research findings that will serve as the basis for tools
and resources that will support ongoing application across both museums and libraries.
Describe how your project’s results may be used, adapted, scaled, and/or replicated in museums and libraries upon the
conclusion of your research.
Review Criteria:
Are the project’s performance goals and intended results clearly articulated, appropriate, and realistic?
Does the project demonstrate the potential for significant benefit to and applicability across the museum and library
fields?
3. Project Design
Who will plan, implement, and manage your project?
Articulate your specific research questions, methods, and design. Describe your theoretical or conceptual framework,
what type of data you will gather, and how it will be analyzed, interpreted, reported, and managed. Note: Regarding data
management issues, be sure to fill out the Digital Stewardship Supplementary Information Form.
When and in what sequence will your activities occur? Note: Include in your plan time to engage with a third-party
evaluator who will collectively evaluate the work of all projects funded through this opportunity. This evaluator will
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
work with you on measuring progress toward achieving the IMLS goal of developing and providing inclusive and
accessible learning opportunities.
What financial, personnel, partnering, and other resources will you need to carry out the activities? Note: You must
include $2000 per year in award funds for travel to attend IMLS-designated meetings.
How will you track your progress toward achieving intended results?
How and with whom will you share your project’s work?
Review Criteria:
Do the identified staff, partners, consultants, and service providers possess the expertise and skills necessary to complete
the work successfully?
Are the theoretical approach, research questions, methods, and design likely to be efficient, and effective in and
appropriate to accomplishing the goals of this initiative?
Is the schedule of work realistic and achievable?
Are the financial, personnel, partnering, and other resources identified appropriate for the scope and scale of the project?
Is a clear methodology described for tracking the project’s progress and adjusting course when necessary?
Is there an effective plan for communicating the work and/or sharing discoveries?
Schedule of Completion
Click here for instructions on:
How to create the Schedule of Completion
Budget Form and Budget Justification
Click here for instructions on:
How to complete the Budget Documents
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 NOTE: The recent Office of Management and Budget (OMB) final guidance on Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards (Grant Reform) has streamlined and consolidated
grant requirements. The Grant Reform can be found at 2 CFR Part 200. With certain IMLS-specific additions, IMLS
regulations at 2 CFR Part 3187 formally adopt the 2 CFR Part 200 Grant Reform. The Grant Reform as adopted by IMLS at 2
CFR Part 3187 will be effective for all awards made after December 26, 2014.
What are some examples of allowable and unallowable costs?
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
The following list includes some examples of generally allowable costs, both for IMLS funds and for cost share (if
applicable), in this special initiative.
personnel salaries, wages, and fringe benefits
travel expenses for key project staff and consultants
materials, supplies, software, and equipment related directly to project activities
consultant fees
publication design and printing
design, technical support, printing, non-construction labor
training for staff and volunteers that impacts multiple museums
indirect or overhead costs
You must explain all proposed expenses in your Budget Justification.
The following list includes some examples of generally unallowable costs, both for IMLS funds and for cost share (if
applicable), in this special initiative.
general fundraising costs, such as development office staff or other staff time devoted to general fundraising;
general operating support;
acquisition of collections;
general advertising or public relations costs designed solely for promotional activities other than those related to the
specific project;
construction and renovation of facilities (Generally, any activity involving contract labor in the construction trades is not
an allowable cost.);
exhibit fabrication that includes creation of large-scale permanent structures for animals or objects that would involve
contract labor of the construction trades (Applicants with questions about the eligibility of exhibition activities should
call us immediately.);
projects in which the majority of requested funds go to training library or archive staff;
contributions to endowments;
social activities, ceremonies, receptions, or entertainment; and
pre-award costs.
Please note that the above are examples; consult 2 CFR Part 200 and 2 CFR Part 3187 for additional guidance on allowable
and unallowable costs.
(Note: If you have questions about the allowability of specific activities, call IMLS staff for guidance.)
Are partner-related costs allowable?
Yes. Click here to learn more information about incorporating partners into your project.
Subawards and Contracts
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
In addition to the activities that you carry out directly, some project activities may be carried out by utilizing IMLS funds for
either subawards or contracts. It is your responsibility to make a case-by-case determination as to whether each agreement
you make for the disbursement of federal program funds casts the party receiving the funds in the role of a subrecipient or a
contractor. (See 2 CFR 200.330 (Subrecipient and contractor determinations).)
There are particular requirements for subawards that you must follow as a pass-through entity (a non-federal entity that
provides a subaward to a subrecipient to carry out part of a federal program). (See 2 CFR 200.74 (Pass-through entity) and 2
CFR 200.331 (Requirements for pass-through entities).) There are other requirements that you must follow if you contract for
activities. (See sections 200.317 through 326 (Procurement Standards).)
Please Note: You may not make a subaward unless expressly authorized by IMLS. (See 2 CFR 200.3187.14 (Subawards).)
See 2 CFR Part 200 (in particular, sections 200.330 through 332 (Subrecipient Monitoring and Management) and sections
200.317 through 326 (Procurement Standards) and 2 CFR Part 3187 for further information.
What are the requirements regarding costs for foreign travel?
All air transportation of persons or property that is paid in whole or in part with IMLS funds must be performed in
accordance with applicable law, including but not limited to the Fly America Act (49 U.S.C. §40118) (see also 41 CFR 30110.131 through 10.143). Each separate foreign trip must be itemized in the budget approved by IMLS. Foreign travel that is
not included in the approved project budget must be specifically approved in writing by the appropriate IMLS program
officer.
What are my choices regarding indirect costs?
You can choose to:
use a current indirect cost rate already negotiated with a federal agency
use an indirect cost rate proposed to a federal agency for negotiation, but not yet approved, as long as it is approved by
the time of award
if you have never had a federally negotiated indirect cost rate and you are otherwise eligible, use a rate not to exceed
10% of total modified direct costs or
not include any indirect costs
Click here for further information on indirect costs.
List and Resumes of Key Project Staff and Consultants
Click here for instructions on:
How to create the Project Staff and Consultant Documents
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
Conditionally Required Documents
Failure to provide a conditionally required document will result in your application being considered incomplete and rejected
from further consideration.
Please consult the table below to determine if any additional documents are required. If any of the conditions in the left
column apply to your project, then the documents described in the right column are required. If you do not provide them,
your application will be considered incomplete and will be rejected from further consideration.
If ...
Then you must include …
your organization has a federally negotiated indirect cost
rate
A current copy of your Federally Negotiated Indirect Cost
Rate Agreement.
your organization is a nonprofit
Proof of Nonprofit Status
Please note that if you are eligible for and are choosing the option of claiming an indirect cost rate of 10 percent of modified
total direct costs, you do not need to provide any documentation. Click here for further information on indirect costs.
Supporting Documents
You may submit other attachments of your choosing as part of your application package but these attachments should include
only information that will supplement the Narrative and support the project description provided in the application. They
should help IMLS staff and reviewers envision your project, but they should not be used to answer narrative questions. You
may wish to consider the following:
Letters of commitment from subrecipients who will receive grant funds or from entities that will contribute substantive
funds to the completion of project activities
Letters of commitment from consultants or other groups who will work closely with you on your project
Bibliography of references relevant to your proposed project design or evaluation strategy
Letters of support from experts and/or stakeholders
Position descriptions for project staff (if not included with resumes for key personnel) to be supported by grant funds
Reports from planning activities
Vendor quotes
Equipment specifications
Products or evaluations from previously completed or ongoing projects of a similar nature
Collections, technology, or other departmental plans for the institution as applicable to the proposed project
Web links to relevant online materials
Needs assessments
Note: When attaching these documents, give each one a specific title for clear identification. All Supporting Documents
should include dates of creation and authorship.
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E. Application Review Process
What are the characteristics of successful applications?
Broad Impact: Your project should show the potential for far-reaching impact beyond your institution and influencing
practice across one or more disciplines or specific fields within the museum and/or library profession.
In -depth Knowledge: Your application should reflect a thorough understanding of current practice and knowledge about
the subject matter and an awareness and support of current strategic initiatives and agendas in the field.
Innovative Approach: Your application should employ novel approaches or techniques new to your project area to
strengthen and improve museum services to benefit the audiences and communities being served.
Collaborative Process: Your project should incorporate audience, stakeholders and/or other partners to demonstrate
broad need, field-wide buy-in and input, access to appropriate expertise, and sharing of resources.
Shared Results: Your project should generate results such as models, new tools, research findings, services, practices,
and/or alliances that can be widely used, adapted, scaled, or replicated to extend and leverage the benefits of federal
investment.
Is cost sharing considered in the review process?
Cost sharing is not required for research grants and will not be considered in the review of applications to this special
initiative.
What is the review and selection process?
We use a peer review process to evaluate all eligible and complete applications. Reviewers are professionals in the field with
relevant knowledge and expertise in the types of project activities identified in the applications. They are instructed to
evaluate applications according to the Review Criteria above. Reviewer conflicts of interest are identified prior to review,
and reviewers who may have conflicts with particular applications are reassigned to review other projects.
The Director takes into account the advice provided by the review process and makes final funding decisions consistent with
the purposes of the agency’s programs.
Reviewers are directed to follow the review criteria described in Section D above.
What are the requirements regarding the designated integrity and
performance system?
i. IMLS, prior to making a Federal award with a total amount of Federal share greater than the simplified acquisition
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threshold [currently $150,000], 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);
ii. An applicant, at its option, may review information in the designated integrity and performance systems accessible through
SAM and comment on any information about itself that a Federal awarding agency previously entered and is currently in the
designated integrity and performance system accessible through SAM;
iii. IMLS will consider any comments by the applicant, in addition to the other information in the designated integrity and
performance system, in making a judgment about the applicant's integrity, business ethics, and record of performance under
Federal awards when completing the review of risk posed by applicants as described in §200.205 Federal awarding agency
review of risk posed by applicants.
When will awards be announced?
We will not release information about the status of an application until the applications have been reviewed and all
deliberations are concluded. We expect to notify both funded and unfunded applicants of the final decisions by September
2016. Funded projects may not begin earlier than October 1, 2016 and not later than December 1, 2016. Project must begin on
the first day of the first month and end on the last day of the last month.
F. Award Administration Information
How will we be notified about the results of the grant process?
Official Award Notifications for Grants and Cooperative Agreements will be sent electronically. The award packet sent to the
Authorized Representative/Authorizing Official will contain the following:
cover letter(s)
the Official Award Notifications for Grants and Cooperative Agreements
links to the applicable documents, including general terms and conditions, reporting forms, etc.
The Project Director will receive the following:
copies of the cover letter(s)
a copy of the Official Award Notifications for Grants and Cooperative Agreements
links to the applicable documents, including general terms and conditions, reporting forms, etc.
when appropriate for a particular funding category, reviewer comments
Applicants who do not receive awards will be notified at the same time.
What is the award period of performance?
The award period of performance will run from the first day of the month in which project activities are undertaken and will
end on the last day of the month in which these activities are completed.
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What are the administrative and national policy requirements?
Organizations that receive IMLS grants or cooperative agreements are subject to the IMLS General Terms and Conditions for
IMLS Discretionary Awards and the IMLS Assurances and Certifications. Organizations that receive IMLS funding must be
familiar with these requirements and comply with applicable law.
As an applicant for federal funds, you must certify that you are responsible for complying with certain nondiscrimination,
debarment and suspension, drug-free workplace, and lobbying laws. These are set out in more detail, along with other
requirements, in the Assurances and Certifications. By signing the application form, which includes the Assurances and
Certifications, you certify that you are in compliance with these requirements and that you will maintain records and submit
any reports that are necessary to ensure compliance. Your failure to comply with these statutory and regulatory requirements
may result in the suspension or termination of your grant and require you to return funds to the government.
What are the reporting requirements?
Reports are due according to the reporting schedule that accompanies your Official Award Notification for Grants and
Cooperative Agreements. Please note that recipients must submit performance reports in the format defined by the IMLS;
both interim and final performance reports may be accessible on the IMLS website to support the agency’s commitment to
open government, to engage the public in communities of practice and to inform application development and grant making
strategies.
For details and forms, please see the Grants Administration page.
What do I need to know about acknowledgement of IMLS support?
Read more about acknowledgement of IMLS support.
What do I need to know about sharing IMLS-supported work products and
copyright, and management of digital assets produced with IMLS support?
Read more about sharing IMLS-supported work products and copyright, and management of digital assets produced with
IMLS support.
G. Contacts
How can I contact program staff?
See the STEMeX web page for IMLS contact information. We are available by phone and through email to discuss general
issues relating to this special initiative.
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How can I participate in a webinar?
See the STEMeX web page for information on webinars for this special initiative. Click here for instructions on accessing
IMLS webinars from your computer.
H. Other Information
What are the requirements regarding conflict of interest?
You must comply with IMLS’ conflict of interest requirements. These requirements include disclosing in writing to IMLS or
pass-through entity any potential conflict of interest.
How long should it take to complete this application?
We estimate the average amount of time needed for one applicant to complete the narrative portion of this application to be
40 hours. This includes the time for reviewing instructions, searching existing data sources, gathering and maintaining the
data needed, and writing and reviewing the answers.
We estimate that, in addition to the time needed for you to answer the narrative questions, it will take you an average of 15
minutes per response for the IMLS Program Information Sheet and three hours per response for the IMLS Budget Form.
Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for
reducing this burden, to the Institute of Museum and Library Services at 1800 M Street, NW, 9th Floor, Washington, DC
20036-5802, and to the Office of Management and Budget, Paperwork Reduction Project (3137-0029), Washington, DC
20503.
How can I become a reviewer?
If you are interested in serving as a reviewer, you may submit your information through our online reviewer application
at www.imls.gov/grants/become-reviewer. Please remember to attach your resume. Your information will be considered and,
if accepted, your name will be entered into our reviewer database. You will be contacted prior to the next deadline regarding
your availability to serve as a reviewer.
There are many benefits to reviewing applications, including enhancing your professional knowledge and serving the
museum and library communities. If you are selected to serve, you will be helping IMLS and strengthening our grant review
process.
IMLS Clearance Number:
IMLS-CLR-F-0018, Expiration date: 09/30/2017
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
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Kisiel, J., Rowe, S., Vartabedian, M. A., & Kopczak, C. (2012). Evidence for family engagement in scientific reasoning at
interactive animal exhibits. Science Education, 96(6), 1047-1070.
Montano, P. A. (2012). Changed Perceptions About Science Communication: A Case Study of STEM Graduate Students in
Portal to the Public (Doctoral dissertation, University of Washington).
Morrison, J. A., & Estes, J. C. (2007). Using scientists and real-world scenarios in professional development for middle
school science teachers. Journal of Science Teacher Education, 18(2), 165-184.
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engagement?. JCOM, 11, 4.
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CSIRO Education.
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University Press.
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Tala, S., & Vesterinen, V. M. (2015). Nature of Science Contextualized: Studying Nature of Science with Scientists. Science
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Zhai, J., & Dillon, J. (2014). Communicating science to students: Investigating professional botanic garden educators' talk
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Zimmerman, H., Perin, S., & Bell, P. (2010). Parents, science, and interest. Museums & Social Issues, 5(1), 67-86.
Links
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 Application for
Federal Domestic Assistance/Short Organizational Form (SF-424s).
Assurances Statement
By signing the application form, the authorized representative, on behalf of the applicant, assures and certifies that, should a
grant be awarded, the applicant will comply with the statutes outlined below and all related IMLS regulations (for example,
see 2 C.F.R. Chapter XXXI and 45 C.F.R. Chapter XI). These assurances are given in connection with any and all financial
assistance from IMLS after the date this form is signed, but may include payments after this date for financial assistance
approved prior to this date. These assurances shall obligate the applicant for the period during which the federal financial
assistance is extended. The applicant recognizes and agrees that any such assistance will be extended in reliance on the
representations and agreements made in these assurances, and that the United States Government has the right to seek judicial
enforcement of these assurances, which are binding on the applicant, its successors, transferees, and assignees, and on the
authorized official whose signature appears on the application form.
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Certifications Required of All Applicants:
Financial, Administrative, and Legal Accountability
The authorized representative, on behalf of the applicant, certifies that the applicant has legal authority to apply for federal
assistance and the institutional, managerial, and financial capability (including funds sufficient to pay the non-federal share of
project costs) to ensure proper planning, management, reporting, recordkeeping, and completion of the project described in
this application.
The authorized representative, on behalf of the applicant, certifies that the applicant will cause to be performed the required
financial and compliance audits in accordance with applicable law.
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with the provisions of
applicable OMB Circulars and regulations.
Nondiscrimination
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with the following
nondiscrimination statutes and their implementing regulations:
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 Executive Order 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. Part 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. §1681–83, §1685–86), which prohibits
discrimination on the basis of sex in education programs; and
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.
the requirements of any other nondiscrimination statute(s) which may apply to the application.
Debarment and Suspension
The applicant shall comply with 2 C.F.R. Part 3185 and 2 C.F.R. Part 180, as applicable. The authorized representative, on
behalf of the applicant, certifies to the best of his or her knowledge and belief that neither the applicant nor any of its
principals:
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
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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. Part 180 subpart C (Responsibilities of
Participants Regarding Transactions Doing Business with Other Persons) as a condition of participation in the award. The
applicant is also required to communicate the requirement to comply with 2 C.F.R. Part 180 subpart C (Responsibilities of
Participants Regarding Transactions Doing Business with Other Persons) to persons at the next lower tier with whom the
applicant enters into covered transactions.
As noted in the preceding paragraph, applicants who plan to use IMLS awards to fund contracts should be aware that they
must comply with the communication and verification requirements set forth in the above Debarment and Suspension
provisions.
Federal Debt Status
The authorized representative, on behalf of the applicant, certifies to the best of his or her knowledge and belief that the
applicant is not delinquent in the repayment of any federal debt.
Drug-Free Workplace
The authorized representative, on behalf of the applicant, certifies, as a condition of the award, that the applicant will or will
continue to provide a drug-free workplace by complying with the requirements in 2 C.F.R. Part 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. Part 3186, which adopts the
Governmentwide implementation (2 C.F.R. Part 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)
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The authorized representative certifies, to the best of his or her knowledge and belief, that:
(a) No federal appropriated funds have been paid or will be paid, by or on behalf of the authorized representative, to any
person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract,
the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.
(b) If any funds other than federal appropriated funds have been paid or will be paid to any person (other than a regularly
employed officer or employee of the applicant, as provided in 31 U.S.C. 1352) for influencing or attempting to influence an
officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a
Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the authorized
representative shall complete and submit Standard Form LLL, "Disclosure of Lobbying Activities," in accordance with its
instructions.
(c) The authorized representative shall require that the language of this certification be included in the award documents for
all subawards at all tiers (including subcontracts and contracts under grants, loans, and cooperative agreements) and that all
subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance is placed when the transaction is made or entered
into. Submission of this certification is a prerequisite for making or entering into the transaction imposed by 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 of Some Applicants:
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 CFR 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 CFR part 200.
Native American Human Remains and Associated Funerary Objects
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with the provisions of the
Native American Graves Protection and Repatriation Act of 1990 (25 U.S.C. §3001 et seq.), which applies to any
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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),
Executive Order (E.O.) 11593, and the Archaeological and Historic Preservation Act of 1974 (16 U.S.C. §469 et seq.).
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 E.O. 11514;
(b) notification of violating facilities pursuant to E.O. 11738;
(c) protection of wetlands pursuant to E.O. 11990, as amended by E.O. 12608;
(d) evaluation of flood hazards in floodplains in accordance with E.O. 11988, as amended;
(e) assurance of project consistency with the approved State management program developed under the Coastal Zone
Management Act of 1972, as amended (16 U.S.C. §1451 et seq.);
(f ) conformity of federal actions to State (Clean Air) Implementation Plans under section 176(c) of the Clean Air Act of
1955, as amended (42 U.S.C. §7401 et seq.);
(g) protection of underground sources of drinking water under the Safe Drinking Water Act of 1974, as amended (42 U.S.C.
§300f et seq.); and
(h) protection of endangered species under the Endangered Species Act of 1973, as amended (16 U.S.C. §1531–1543).
The authorized representative, on behalf of the applicant, certifies that the project will comply with the Wild and Scenic
Rivers Act of 1968, as amended (16 U.S.C. §1271 et seq.), related to protecting components or potential components of the
national wild and scenic rivers system.
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with the flood insurance
purchase requirements of the Flood Disaster Protection Act of 1973, as amended (42 U.S.C. §4001 et seq.), which requires
recipients in a special flood hazard area to participate in the program and to purchase flood insurance if the total cost of
insurable construction and acquisition is $10,000 or more.
Research on Human Subjects
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The authorized representative, on behalf of the applicant, certifies that the project will comply with 45 C.F.R. Part 46
regarding the protection of human subjects involved in research, development, and related activities supported by this award
of assistance.
Research on Animal Subjects
The authorized representative, on behalf of the applicant, certifies that the project will comply with the Laboratory Animal
Welfare Act of 1966, as amended (7 U.S.C. §2131 et seq.) pertaining to the care, handling, and treatment of warm-blooded
animals held for research, teaching, or other activities supported by this award of assistance.
###
For further information on these certifications, contact IMLS, 1800 M Street, NW, 9th Floor, Washington, DC 20036. Or call
202/653-IMLS (4657).
Getting a D-U-N-S® Number
All non-federal entities are required to have a Dun and Bradstreet Data Universal Numbering System (D-U-N-S®) Number
in order to apply for, receive, and report on a federal award.
You should verify that your organization has a D-U-N-S® Number. If you find you do not, you can acquire one at no cost by
calling the dedicated toll-free D-U-N-S® Number request line at 1-866-705-5711 or by visiting www.dnb.com/get-a-dunsnumber/html .
Be sure that the D-U-N-S® Number is the same as the number you use in the System for Award Management (SAM) as part
of Grants.gov registration.
SAM.gov Registration
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 registering with Grants.gov. Click here to find information about
registering with SAM.gov .
Registration cannot be completed in a single day. Some information must be validated by outside parties before your
registration can be activated. This includes TIN (Taxpayer Identification Number) validation with the Internal Revenue
Service and CAGE (Commercial and Government Entity) validation/assignment with the Department of Defense. The
activation timeframe may be longer if the information you provide is flagged for manual validation by any party. You will
receive an email alerting you when your registration is active.
You must renew and revalidate your registration in SAM.gov at least every 12 months from the date you last certified and
submitted the registration in SAM.gov--and sooner, if your information changes. An expired registration will affect your
ability to receive awards or payments, submit applications via Grants.gov, and receive certain payments from some federal
government agencies.
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Please note that grant payments will be made to the bank account that is associated with your SAM.gov registration.
Grants.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 4 weeks to complete all steps in the Grants.gov registration process. DO NOT WAIT UNTIL THE
WEEK OF THE APPLICATION DEADLINE TO REGISTER.
Before submitting an application, your organization must have a current and active D-U-N-S® Number, SAM.gov
registration, and Grants.gov registration. Check your materials and registrations well in advance of the application deadline to
ensure that they are accurate, current, and active.
Tips for Working with Grants.gov
1. Start early! 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.
2. You must designate at least one Authorized Organization Representative (AOR) to use Grants.gov. Consider designating
more than one AOR when you register. This will help avoid last-minute crises in the event that your one AOR is
unavailable when you are ready to submit your application. Also, you should update the AOR at Grants.gov when staff at
your organization changes, and make sure passwords are current.
3. Make effective technological choices.
Download the most recent version of Adobe® Acrobat® Reader® onto your computer for best results. Make sure to
submit all documents in Adobe® PDF format.
Follow the instructions in the Grant Program Notice of Funding Opportunity to convert your documents into PDFs.
Click here to learn more about PDF conversion programs . Use Internet Explorer® as your browser when submitting
the application to Grants.gov. Click here for more information about browsers .
4. Contact the Grants.gov help line
(1-800-518-4726) for assistance with hardware and software issues, registration issues,
and technical problems. The help line is available 24 hours a day, seven days a week, except for federal holidays, when it
is closed.
NOTE:
If you create a document in Microsoft® Word, you must convert it to PDF format before submitting it. Click here for
assistance in converting documents to PDF . Do not send secured or password-protected PDFs; we cannot process these files.
How to Fill Out the SF-424S
The SF-424S is the "Application for Federal Domestic Assistance/Short Organizational Form" on Grants.gov.
Items 1-4 are automatically filled in by Grants.gov
Item 5. Applicant Information
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a. Legal Name: Enter your organization’s legal name as it appears in its SAM.gov registration. See the Notice of Funding
Opportunity for eligibility details. If your organization is eligible but does not have the authority to apply directly for funding,
enter the name of the parent organization that is submitting the application on your organization’s behalf. In that case, enter
the name of your organization in the space provided for "Organizational Unit" on the Program Information Sheet, Question
1d.
b. Address: For Street1, enter your organization’s street address or post office box number, whichever is used for its U.S.
Postal Service mailing address. Street2 is not a required field and should be used only when a suite or room number or other
similar information is part of the address.
In the ZIP+4/Postal Code box, enter the full nine-digit ZIP code assigned by the U.S. Postal Service. Click here to retrieve
your full ZIP code .
c. Web Address: Enter the Web address of the legal applicant organization.
d. Type of Applicant: Select the one 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 Employer or Taxpayer Identification Number (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. Click here for
guidance in obtaining a D-U-N-S® Number .
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 district of North Carolina,
enter "NC-012." For states and territories with "At Large" congressional districts—that is, one representative or delegate
represents the entire state or territory—use "001," e.g., "VT-001.
If your organization does not have a congressional district (e.g., it is located in a U.S. territory that does not have districts),
enter "00-000." To determine your organization’s district, visit the House of Representatives website by clicking here and
using the "Find Your Representative" tool.
Item 6. Project Information
a. Project Title: Enter a brief descriptive title for your project. IMLS may use this title for public information purposes.
b. Project Description: Enter a brief description (about 120 words) of your specific project. Tell us what your project will
do, for whom or what, and why. Use clear language that can be understood readily by readers who might not be familiar with
the discipline or subject area.
Note: There is a character limit (including spaces) for this section in Grants.gov! Your application may be rejected if
you exceed this limit.
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c. Proposed Project Start Date/End Date: Enter the proposed period of performance start date and end date for your project
in the format mm/dd/yyyy. Your project must begin on the first day of a month and end on the last day of a month, as
directed in the program Notice of Funding Opportunity.
Item 7. Project Director
Enter the requested information for the person who will have primary responsibility for carrying out your project’s activities.
Please select a prefix.
Item 8. Primary Contact/Grants Administrator
Enter the requested information for the individual who has primary responsibility for administering the award. If the Primary
Contact/Grants Administrator is the same as the Authorized Representative, please complete both Items 8 and 9.
In some organizations, particularly smaller ones, 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
Enter the name and contact information of the person who has the authority to enter into legal agreements in the name of
your organization. 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 relevant federal requirements (the
IMLS Assurances and Certifications). IMLS will address written correspondence to the Authorized Representative whose
information you enter in Item 9.
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.
Performance Measure Statements and Information to be Collected and
Reported for Learning and Community Projects
On the Program Information Sheet, you selected an IMLS agency-level goal of Learning or Community with which your
project best aligns, and you selected at least one performance goal that reflects a measurable change or outcome that you
intend for your project to achieve.
Below is a list of pre-determined performance measure statements that will help IMLS document the collective achievements
of the Learning and Community projects we fund.
IMPORTANT: You will be required to provide specific information directly relating to these performance measure
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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, your work plan, your schedule of completion, and your budget, as necessary.
IMLS Agency-Level Goal 1: Learning
Performance Goal
Train and develop museum and
library professionals.
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:
Number of participants
Strongly Agree
Agree
Neither Agree, nor Disagree
Disagree
Strongly Disagree
Number of total responses
Number of responses per answer
option
Number of non-responses
My interest in this subject has increased as a
result of this program/training:
Number of participants
Number of total responses
Strongly Agree
Agree
Neither Agree, nor Disagree
Disagree
Strongly Disagree
Number of responses per answer
option
Number of non-responses
I am confident I can apply what I learned in
this program/training:
Number of participants
Strongly Agree
Agree
Neither Agree, Nor Disagree
Disagree
Strongly Disagree
Support communities of
practice
My understanding has increased as a result
of this program/training:
Number of total responses
Number of responses per answer
option
Number of non-responses
Number of participants
Strongly Agree
Number of total responses
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Agree
Number of responses per answer
Neither Agree, Nor Disagree
Disagree
Strongly Disagree
option
My interest in this subject has increased as a
result of this program/training:
Number of non-responses
Number of participants
Strongly Agree
Agree
Neither Agree, Nor Disagree
Disagree
Strongly Disagree
I am confident I can apply what I learned in
this program/training:
Number of total responses
Number of responses per answer
option
Number of non-responses
Number of participants
Strongly Agree
Agree
Neither Agree, Nor Disagree
Disagree
Strongly Disagree
Develop and provide inclusive
and accessible learning
opportunities
My understanding has increased as a result
of this program/training:
Number of total responses
Number of responses per answer
option
Number of non-responses
Number of participants
Strongly Agree
Agree
Neither Agree, Nor Disagree
Disagree
Strongly Disagree
My interest in this subject has increased as a
result of this program/training:
Number of total responses
Number of responses per answer
option
Number of non-responses
Number of participants
Strongly Agree
Agree
Neither Agree, Nor Disagree
Disagree
Strongly Disagree
Number of total responses
Number of responses per answer
option
Number of non-responses
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IMLS Agency-Level Goal 2: Community
Performance Goal
Performance Measure Statement
Information to be Collected and
Reported
Outcome Based
Strengthen museums and
libraries as essential partners in
addressing the needs of their
communities.
Survey Respondent: Grantee
My organization is better prepared to provide
a program or service that addresses
community needs.
Data to be Collected
Number of total responses
Number of responses per answer
option
Strongly Agree
Agree
Neither Agree, Nor Disagree
Disagree
Strongly Disagree
My organization is better able to engage my
community.
Number of non-responses
Number of total responses
Number of responses per answer
option
Strongly Agree
Agree
Neither Agree, nor Disagree
Number of non-responses
Disagree
Strongly Disagree
My organization is better prepared to
develop and maintain on-going relationships
with community partners.
Number of total responses
Number of responses per answer
option
Strongly Agree
Agree
Neither Agree, nor Disagree
Disagree
Strongly Disagree
My organization is better prepared to share
knowledge and other resources as an active
contributor to problem solving in the
community.
Number of non-responses
Number of total responses
Number of responses per answer
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option
Strongly Agree
Agree
Neither Agree, nor Disagree
Disagree
Strongly Disagree
Survey Respondent: Community Partner(s)
The museum or library offers programs,
services, or resources that address
community needs.
Data to be Collected
Number of total responses
Number of responses per answer
option
Strongly Agree
Agree
Neither Agree, nor Disagree
Disagree
Strongly Disagree
The museum or library is an active
contributor to problem solving in the
community.
Number of non-responses
Strongly Agree
Agree
Number of non-responses
Number of total responses
Number of responses per answer
option
Number of non-responses
Neither Agree, nor Disagree
Disagree
Strongly Disagree
Organizational Profile
An Organizational Profile must be no more than one page and include the following information:
Your organization’s mission or statement of purpose, noting the source, approving body, and date of the official
document in which it appears. If your organization’s mission statement is longer than one page, you may excerpt from it
or summarize it to convey the essential points.
Your service area (communities and/or audiences served, including size, demographic characteristics, and geographic
area).
A brief history of your organization, focusing on the unit that will be directly involved in carrying out the work.
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Schedule of Completion
The Schedule of Completion should reflect each major activity identified in your application narrative and the project dates
identified on the Application for Federal Domestic Assistance/Short Organizational Form (SF-424S) and IMLS Budget Form.
It should show when each major project activity will be undertaken, mark important milestones for the project, and be no
longer than one page per project year. If any proposed activity is part of a larger project, make sure the IMLS-funded portion
is clearly identified. Click image below for a larger view.
Instructions for Completing Budget Documents
You must provide two budget documents to describe the costs of a proposed project:
IMLS Budget Form
Budget Justification
Note: If a separate IMLS Budget Form is included in an application for a project partner’s portion of an overall project
budget, please include the partner budget as a supporting document. Be sure that the primary IMLS Budget Form and
Budget Justification for the lead applicant include summary explanations of all partner budget details. Project partner
budgets must comply with all instructions in this Notice of Funding Opportunity regarding allowable costs and methods
of budget calculation.
IMLS Budget Form
The IMLS Budget Form is designed to accommodate 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 before you complete the IMLS Budget Form. Please also consult the cost
principles in 2 CFR part 200 and 2 CFR part 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
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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 and apply it to your cost share.
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 may include contributions for Social Security, employee insurance, pension plans, etc.
Limit direct cost fringe benefits to those not included in your indirect cost pool. Fringe benefits may be claimed only on the
portion of Salaries and Wages identified for this project.
3. Travel: Before completing this section of the IMLS Budget Form, please consult the Notice of Funding Opportunity for the
program to which you are applying for any special guidance.
Explain the method of cost computation for each travel cost, including subsistence 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.
4. Supplies, Materials, and Equipment: List the costs of supplies, materials, and equipment purchased specifically for the
proposed project. For definitions and other information regarding supplies, materials, and equipment, please see 2 CFR Part
200.Use the Budget Justification to explain or describe these items in further detail.
5. Contracts and Subawards: List the costs of project activities to be undertaken by a third party, including a formal
partner, as a single line item that shows the amount that will be charged to IMLS grant funds and any cost sharing that will
be contributed by the third party. Itemize these third party costs in the Budget Justification. List any individuals or groups
who will provide consulting services for the project and their fees. Identify each individual or group as either a contract or
subaward. Explain the method of computation for fees in your Budget Justification. Click here for more information on
partners, contracts, and subawards.
6. Student Support: If you are applying for a program that allows student support, enter those costs in this section. Student
support can include costs such as scholarships or fellowships or student participant support costs. Other student items such as
wages, materials including books or other supplies, student memberships in professional organizations, and travel should be
included elsewhere in the budget (e.g., under supplies, contracts and/or travel categories) and identified as student items (e.g.
“student wages”).
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7. Other Costs: Use this section for costs that are not assignable to other categories. Please do not use the "Other Costs"
section to list items that did not fit in the number of lines allotted for another section. 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.
8. Total Direct Costs: These amounts will total automatically.
9. Indirect Costs: Indirect costs are the same as "overhead" or "administrative costs." They are costs that are incurred for
common or joint objectives and cannot be easily identified with a particular project. Examples are charges for 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. Before completing this section of the IMLS Budget Form,
please consult the Notice of Funding Opportunity for the program to which you are applying for any special guidance
regarding indirect costs. Click here for more information about Indirect Cost Options.
10. Total Project Costs: These amounts will total automatically.
IMLS Budget Form:
Adobe® PDF (212KB)
Cost Share
Cost share is that portion of the project costs that is not charged to IMLS funds. These costs may be supported by your
cash outlays; contribution of property and services; and in-kind contributions, such as staff or volunteer time that support
project activities.
For more information regarding cost sharing, refer to the specific Notice of Funding Opportunity for the grant program to
which you are applying.
All listed expenses, including cost sharing, must be incurred during the award period of performance unless otherwise
specified. Federal funds may not be used for cost sharing. All federal, agency, and program instructions regarding use of
funds apply to both requested IMLS funds and cost sharing.
Budget Justification
Use the Budget Justification to explain all the costs included in your IMLS Budget Form. Address the purpose for each
expense and explain the basis or method of cost computation used to determine each dollar amount. Itemize and explain any
costs that you consolidated and summarized in the IMLS Budget Form. Follow the format of the IMLS Budget Form’s
section headings.
We encourage you to contribute as cost share the salaries of permanent staff to be employed on a project in proportion to the
amount of time they will spend on the project. 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. Explain the role of any outside consultants and contractors to be employed on the project and how each was
identified and selected. Document costs for third party service providers through bids or similar means.
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List the cost of project activities to be undertaken by a third party under "Contracts and Subawards" on the IMLS Budget
Form as a single line item that shows the amount that will be charged to IMLS grant funds and the cost sharing that will be
provided by the third party. Include a complete itemization of these costs as part of the Budget Justification. If there is more
than one contractor or subrecipient, list the costs of each contract or subaward separately on the IMLS Budget Form and
include an itemization as part of the Budget Justification. Click here for guidance for writing a budget justification.
Guidance for Writing a Budget Justification
The Budget Justification is a very important part of your application. Peer reviewers will use it to evaluate the
appropriateness of the financial resources you have identified as necessary for your project and IMLS staff will use it to
check your calculations and to make determinations regarding the allowability of specific expenses according to the
applicable cost principles.
Your Budget Justification should align with your IMLS Budget Form. It should identify the purpose for each expense and
explain how you arrived at each cost, including any that you may have consolidated and summarized on the budget form.
Below is a suggested format with examples of what to include.
1. Salaries and Wages
For each person whose salary or wages will be paid with IMLS funds or by cost share, identify them by name, describe
his/her role in the project, the percent of time to be devoted to the project, and at what rate of pay. If cost share is being
provided by unpaid volunteers, explain how you arrived at the dollar figure used to represent the value of their services.
2. Fringe Benefits
Identify your institution’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 cost figures.
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 cost figures. 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 a third party. Identify each third party by name, describe their
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importance to the project, the activities they will carry out, and the cost. Explain the basis on which you selected each and
detail their qualifications. Provide relevant supporting documents with your application.
Please be aware that 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 characteristics and substance of
your relationship with the third party with respect to the activities to be carried out. Recent changes in Federal grant
regulations impact the responsibilities of recipients of Federal awards with respect to contracts and subawards.
As these new regulations would apply to all grants awarded after December 26, 2014, applicants are advised to review the
requirements in order to understand their responsibilities under any award.
6. Student Support
If you are applying to a program that allows student support, detail the nature and cost of each scholarship or other form of
support. Identify the nature, number, and cost of any student materials including books or other supplies, student
memberships in professional organizations, internship expenses, and travel, and explain how you arrived at each cost figure.
7. Other Costs
Use this section for costs that are not assignable 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 and explain the base on which you are calculating the
costs here. If you are a non-Federal entity, other than a State, local government, or Indian tribe subject to specific indirect
cost requirements, and you have never received a negotiated indirect cost rate, you may elect to charge a rate of 10% of
modified total direct costs. If you do so, explain how you are treating the portion of each subaward or contract in excess of
$25,000 in your indirect cost calculation. If you are using an indirect cost rate already negotiated with a federal agency, verify
that the agreement is current. If you are using an indirect cost rate proposed to a federal agency for negotiation but not yet
finalized, specify the date of your proposal and describe your plan if the rate is not finalized by the time IMLS award
determinations are made.
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.
Partnerships
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Many IMLS-funded projects involve collaboration. The successful completion of project activities often requires
organizations to work together. These partnerships or collaborations can take many forms, both informal and formal.
Sometimes partners provide cost share toward a project; sometimes the grantee provides federal grant funds to a partner.
Below are some frequently asked questions about partnerships within IMLS grants.
In projects that involve partnerships, what are the responsibilities of the lead applicant and its partners?
In a project that involves one or more partners, the organization that submits the application becomes the grantee if the
application is funded.
Partners who receive federal funds must be identified in the application as either a contractor or subrecipient.
The grantee is legally responsible for the use of all grant funds and for ensuring that the project is carried out by the
partner(s) in accordance with the terms of the grant and all applicable federal laws, regulations, and requirements. The
grantee must be the fiscal agent but may provide federal grant funds to its partners for specific activities or services. Each
partner is legally responsible for carrying out the activities that it agrees to perform and for complying with the terms of the
award and all applicable federal laws, regulations, and requirements.
The general rules for situations where federal funds are provided by the grantee to its partner, whether through a contract or a
subaward can be found at 2 CFR Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements
for Federal Awards. Click here to find these regulations .
We encourage the lead applicant to include a letter of commitment from each partner, detailing the activities that the partner
plans to perform and indicating that the partner agrees to comply with the terms of the award and all applicable federal laws,
regulations, and requirements. Letters of commitment should be signed by a person authorized to sign on behalf of the partner
organization.
Are partnerships with federal agencies permitted?
You may partner with federal agencies when appropriate. However, no IMLS grant funds may be provided to the federal
agency partner. In addition, it is important to remember that federally appropriated funds, whether they are disbursed directly
to you by a federal agency or indirectly through another organization, do not count toward your cost share. Click here for
more information about cost share.
Are international partnerships permitted?
While we do not make awards to non-U.S. entities, such entities may partner with eligible U.S. organizations on IMLSfunded projects, subject to applicable law.
Indirect Costs
What are indirect costs?
An indirect cost is an organization’s incurred cost that cannot be readily isolated or identified with just one project or activity.
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These types of costs are often referred to as “overhead costs.” Typical examples of indirect costs are general telephone
service, postage, office supplies, office space expenses, and administrative or financial operations for an entire organization.
(See 2 CFR part 200 for additional guidance).
What are my options for calculating and including indirect costs in my project budget?
You can choose to:
1. Use a rate not to exceed your current indirect cost rate already negotiated with a federal agency;
2. Use an indirect cost rate proposed to a federal agency but not yet approved;
3. 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
4. Not include any indirect costs.
What is a federally negotiated indirect cost rate, and how do I use one?
Federally negotiated indirect cost rates are negotiated agreements between federal agencies and non-profit organizations. 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.
How do I use the 10% indirect cost rate?
Except for those non-federal entities described in Appendix VII to 2 CFR Part 200, you may choose to charge a de minimis
rate of up to 10% of modified total direct costs (MTDC) if you have never had a federally negotiated indirect cost rate. See 2
CFR part 200 for additional guidance. If you choose to use this rate, you must be careful to avoid double-charging and
should exclude, as necessary, from the budget all indirect-cost-type items, such as general telephone service, postage, office
supplies and office space expenses, and administrative or financial operations for the applicant's entire organization.
As long as you meet the applicable requirements and have never had a federally negotiated indirect cost rate, you may use
this rate with no additional documentation required.
What if my organization is currently in indirect cost rate negotiations with a federal agency, or my organization’s
current indirect cost rate will change or expire before grants are awarded in this IMLS program?
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. You must include with your grant application a
copy of the indirect cost proposal. 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. It is possible that we may reduce the amount of
the award if the final negotiated rate is less than the rate that was used for budget estimates in the application budget.
However, we will not increase the amount of the award if the final negotiated indirect cost rate is higher than the rate that was
used for budget estimates in the application budget.
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Can I apply my indirect cost rate to the cost sharing portion of my application budget?
Yes. You may apply your indirect cost rate to the cost sharing portion of your total direct costs, but you must count it as cost
share. 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 Fund column).
Are there any other project costs that cannot be included in my 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 the 10% de minimis rate, you may include 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 CFR sections 200.414(f) and 200.68.)
Project Staff and Consultant Documents
List of Key Project Staff and Consultants
Provide a one-page list of the staff and consultants whose expertise is essential to the completion of the project. Do not list
the entire staff involved in the project. This list must include the Project Director listed in Item 7 of the SF-424S. Any
changes to these key project staff and consultants must be approved by IMLS.
Resumes of Key Project Staff and Consultants
Provide resumes of no more than two pages each for all project staff and consultants identified on the List of Key Project
Staff and Consultants described above.
If you cannot identify key project personnel by the application deadline, then submit position descriptions instead. A position
description does not identify a specific individual; it identifies the qualities and range of experience and education necessary
to successfully implement and complete project activities.
Proof of Nonprofit Status
If your organization is a private, nonprofit institution, you must submit 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. We will not accept a letter
of State sales tax exemption as proof of nonprofit status.
Requirements for Projects that Develop Digital Content
What are the requirements for projects that develop digital content?
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. Because technology is dynamic and because
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we do not want to inhibit innovation, we do not want to prescribe set standards and best practices that could become quickly
outdated. Instead, we ask that you answer a series of questions that address specific aspects of creating and managing digital
assets. Your answers will be used by IMLS staff and by expert peer reviewers to evaluate your application, and they will be
important in determining whether your project will be funded.
The form consists of four parts. Part I contains questions relevant to any kind of digital project, while Parts II, III, and IV
focus specifically on projects creating digital content, software, and datasets. The form’s embedded instructions will help you
decide which questions to answer. You need answer only those questions relevant to your project.
Additionally, IMLS participates in the Federal Agencies Digitization 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.
Related Links
Digital Stewardship Supplementary Information Form
Adobe® PDF (87 KB)
Microsoft Word (50 KB)
Resources for Projects Developing Digital Products
www.digitizationguidelines.gov
Guidance for Research Applications
An effective research application should answer the following questions:
What are the specific research questions your project will attempt to answer?
List the question or questions that will drive your proposed activities. Research questions should be clear and concise to help
reviewers understand what you wish to learn.
What is the relevance of your proposed research for current practice?
Demonstrate how the research will lead to improved museum or library practice and that you are familiar with current
research literature.
What research methods will you use to conduct the research?
Detail the methods you will use and why they are the most appropriate for addressing the question at hand. The methods
must be replicable and based on the best practices identified in the scientific literature or by relevant professional
associations. Identify the interpretive framework or context you will use.
What type of data will you gather?
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Describe the type of research data you will collect and what measures you will take to ensure its validity and reliability.
Detail the methods for collecting the information along with any potential privacy or human subjects concerns that may arise.
List potential challenges in gathering data and explain how you will address them.
How will you analyze and use the data?
Describe how you will analyze the results of your research and compare them to your research questions. If applicable,
outline an analysis plan that links a set of testable hypotheses to the proposed research question(s). Identify the variables of
interest that are key to the investigation, and explain how you will deal with alternative explanations for the observed
phenomena.
How will you report the information?
Address how you will communicate the results to a variety of target audiences with different levels of expertise.
How will you manage the research data and make it available for future use (as applicable)?
Explain how you will manage, share, preserve, and document the information and research products you will create during
the project. To do this, complete the Digital Stewardship Supplementary Information Form and include it as part of the
application to IMLS.
Acknowledgement of IMLS Support
What are the requirements for acknowledging work done with IMLS grant funding?
We require acknowledgement of IMLS assistance in all publications and other products resulting from the project, such as
research reports, websites, and presentations. All work products should reference IMLS and include the associated grant
award numbers. Grant recipients will receive further instructions on how to acknowledge IMLS support and tips on how to
share information about their projects.
Sharing the Work Products of IMLS-Supported Projects
How is information shared about IMLS projects and for what purposes?
We encourage creators of works resulting from IMLS funding to share their work openly whenever possible through forums
such as institutional or discipline-based repositories, open-access journals, or other media. Wide dissemination of the results
of IMLS-funded projects advances the body of knowledge and professional practice in museum, library, and information
services.
We require that your final report include one copy of each written product you create, unless otherwise instructed. We may
share grant applications, 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, including online.
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What do I 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, worldwide, nonexclusive, and irrevocable
right to reproduce, publish, or otherwise use the work and authorize others to reproduce, publish, or otherwise use the work.
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 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.
What do I need to know about digital assets produced with IMLS support?
IMLS is committed to expanding public access to IMLS-funded assets, including research data and other digital products: the
assets you create with IMLS funding require careful stewardship to protect and enhance their value. They should be freely
and readily available for use and re-use by libraries, archives, museums and the public. Applying these principles to the
development of digital products is not straightforward; because technology is dynamic and because we do not want to inhibit
innovation, the IMLS does not want to prescribe set standards and best practices that would certainly become quickly
outdated. Instead, IMLS defines the digital assets your projects should achieve in a series of questions; your answers are used
by IMLS staff and by expert peer reviewers to evaluate your application; and they will play a critical role in determining
whether your grant will be funded. Together, your answers will comprise the basis for a work plan for your project, as they
will address all the major components of the development process. See the Digital Stewardship Supplementary Information
Form for more information.
Data sharing is an essential component of research and expedites the translation of research results into new knowledge and
practices. If your project involves the collection and analysis of data, we expect you to include, as part of your application, a
data management plan (Part IV of the Digital Stewardship Supplementary Information Form) that provides for long-term
preservation and access. We expect you to deposit data resulting from IMLS-funded research in a broadly accessible
repository that allows the public to use the data without charge no later than the date upon which you submit your final report
to IMLS. The data should be deposited in a machine-readable, non-proprietary digital format to maximize search, retrieval,
and analysis.
Your project budget may include the costs of preparing the data for public release and for making the data publicly available.
In your final report to IMLS, you will be required to identify where your data has been deposited and can be accessed by the
public.
We recognize that data sharing may be complicated or limited in some cases by institutional policies; local Institutional
Review Board (IRB) rules; and local, state, and federal laws and regulations, including those protecting confidentiality and
personal privacy. The rights and privacy of people who participate in IMLS-supported research must be protected at all
times. Thus, data intended for broader use should be free of anything that could lead to disclosure of the identity of individual
participants. You should identify and explain the reasons for any limitations in your data management plan.
For the purposes of this section, “data” is defined consistent with OMB guidance (please see 2 CFR 200.315). We reserve a
royalty-free, worldwide, nonexclusive, and irrevocable right to: (1) obtain, reproduce, publish or otherwise use the data first
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
produced under a grant; and (2) authorize others to receive, reproduce, publish, or otherwise use such data for federal
purposes.
Conflict of Interest Requirements
What Conflict of Interest requirements must I 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:
1. 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.
2. 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.
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STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative | Institute of Museum and Library Services
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| File Type | application/pdf |
| File Title | STEM Expert Facilitation of Family Learning in Libraries and Museums (STEMeX) - A National Leadership Grants Special Initiative |
| File Modified | 2016-06-15 |
| File Created | 2016-06-15 |