Fy2018 Aahc Nofo

fy2018-oms-aach-nofo.pdf

African American History & Culture, Sparks - Museums, and Native American Native Hawaiian – Museums - Notice of Funding Opportunities

FY2018 AAHC NOFO

OMB: 3137-0095

⚠️ Notice: This form may be outdated. More recent filings and information on OMB 3137-0095 can be found here:

Document [pdf]

Download: pdf | pdf

Museum Grants for African American
History and Culture Program
FY 2018 NOTICE OF FUNDING OPPORTUNITY
Table of Contents
Home
A. Program Description
A1. What is this grant program?
A2. What are the indicators of successful projects?
A3. What are the IMLS agency-level goals?
A4. What are the project categories?
A5. Where can I find the authorizing statute and regulations for this funding opportunity?
B. Federal Award Information
C. Eligibility Information
C1. What are the eligibility requirements for this program?
C2. What are the cost sharing requirements for this program?
C3. Other information.
D. Application and Submission Information
D1. How can we find the application package?
D2. What content and form is required to make a complete application?
D3. What are the registration requirements for submitting an application?
D4. When and how must we submit our application?
D5. Is there an intergovernmental review?
D6. Are there funding restrictions?
E. Application Review Information
F. Award Administration Information
G. Contacts
H. Other Information
I. Appendices

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

Museum Grants for African American
History and Culture Program
FY 2018 NOTICE OF FUNDING OPPORTUNITY
Federal Awarding Agency:

Institute of Museum and Library Services

Funding Opportunity Title:

Museum Grants for African American History and
Culture

Announcement Type:

Notice of Funding Opportunity

Funding Opportunity Number:

AAHC-FY18

Catalog of Federal Financial
Assistance (CFDA) Number:

45.309

Due Date:

Submit through Grants.gov by 11:59 p.m. U.S. Eastern
Time on December 1, 2017.

Anticipated Date of Notification of
Award Decisions:

July 2018 (subject to the availability of funds and IMLS
discretion)

Beginning Date of Period of
Performance:

Not earlier than August 1, 2018. Projects must begin on
August 1, September 1, or October 1, 2018.

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

A. Program Description
A1. What is this grant program?
The goals of Museum Grants for African American History and Culture (AAHC) program are to support
projects that improve the operations, care of collections, and development of professional
management at African American museums.

A2. What are indicators of successful projects?
Indicators (characteristics) of successful projects in the Museum Grants for African American History
and Culture Program are as follows:
•

Institutional Impact: The project improves the operations, care of collections, or development
of professional management of the museum.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

•
•
•

In-depth Knowledge: The project design reflects a thorough understanding of current practice
and knowledge about the subject matter.
Project-based Design: The work plan consists of a set of logical, interrelated activities tied
directly to addressing the key need or challenge identified in the application.
Demonstrable Results: The project generates measureable results that tie directly to the need
or challenge it was designed to address.

A3. What are the IMLS agency-level goals?
The mission of the Institute of Museum and Library Services (IMLS) is to inspire libraries and museums
to advance innovation, lifelong learning, and cultural and civic engagement. We provide leadership
through research, policy development, and grant making.
U.S. museums and libraries are at the forefront in the movement to create a nation of learners. As
stewards of cultural and natural heritage with rich, authentic content, libraries and museums provide
learning experiences for everyone. In FY2018, each award under this program will support one of the
following three goals of the IMLS strategic plan, Creating a Nation of Learners:
•
•
•

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.
IMLS promotes museums and libraries as strong community anchors that enhance civic
engagement, cultural opportunities, and economic vitality.
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 information service policies that ensure access to
information for all Americans.
IMLS places importance on diversity and inclusion. This may be reflected in a project in a wide range of
ways, including efforts to serve: individuals of diverse geographic, cultural, and socioeconomic
backgrounds; persons with disabilities; persons with limited functional literacy or information skills;
individuals having difficulty using a library or museum; underserved urban and rural communities; and
children from families with incomes below the poverty level. This may also be reflected in efforts to
recruit future professionals in the library or museum fields as well as strategies in building or
enhancing access to collections and information.

A4. What are the project categories?
There are no project categories in the AAHC program. You may apply for projects including, but not
limited to, the following activities:
•

Fostering partnerships among museums and institutions of higher education to address
challenges facing the African American museum community;

•

Training and professional development for staff and volunteers;

•

Creating and supporting internships and fellowships, including recruitment, supervision,
mentoring, and training for interns and fellows;

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

•

Developing collection plans, interpretive plans, or strategic plans using consultants,
researchers, and other sources of professional expertise;

•

Implementing recommendations or action plans from planning activities;

•

Exhibition development, design, and fabrication (non-construction);

•

Interpretive and educational programs, product development, and delivery;

•

Design and printing of educational resources including training manuals, toolkits, and
curricula that support educational programs and exhibitions;

•

Creating environments for community learning, debate, and dialogue;

•

Audience research and evaluation, including utilizing an evaluation consultant to help
develop achievable performance goals and measurable outcomes;

•

Cataloging, inventorying, documenting, and registration of collections;

•

Rehousing collections and environmental improvements (non-construction) for museum
collections storage and exhibit areas;

•

Installing, migrating to, and upgrading collections databases to improve collections
management, collections-related information, and/or to facilitate access and discovery; and

•

Digitization of collections designed to enhance outreach, expand access, or improve
collections management.

Click here for samples of recently funded applications in the Museum Grants for African American
History and Culture program.
Note: There are also funding restrictions that could affect the eligibility of a project; please consult Section
D.6 below for details.

A4a. Where can I find additional examples of projects
funded by this program?
Click here to search awarded grants by program, category, and/or key word.

A5. Where can I find the authorizing statute and
regulations for this funding opportunity?
Statute: 20 U.S.C. § 9101 et seq.; in particular, § 9173 (Museum services activities); and 20 U.S.C.
§ 80r (National Museum of African American History and Culture), in particular 20 U.S.C. § 80r-5
(Educational and liaison programs).
Regulations: 45 C.F.R. ch. XI and 2 C.F.R. ch. XXXI
Note: You are required to follow the IMLS regulations that are in effect at the time of the award.
Note: The Office of Management and Budget (OMB) guidance on Uniform Administrative Requirements,
Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance) can be found at 2 C.F.R. pt.
200. With certain IMLS-specific additions, IMLS regulations at 2 C.F.R. pt. 3187 formally adopt the 2 C.F.R. pt.
200 Uniform Guidance.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

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

$1,481,000

Anticipated number of awards

Expected amounts of individual awards

$5,000–$25,000

No cost share permitted.

$25,001–$150,000

At least 1:1 cost share.

Average amount of funding per award
experienced in previous years

$99,000

Anticipated start dates for new awards

Not earlier than August 1, 2018. Projects must begin
on August 1, September 1, or October 1, 2018.

Anticipated period of performance

August 2018–September 2021. Project activities
may be carried out for up to three years.

Type of assistance instrument

Grant

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

C. Eligibility Information
C1. What are the eligibility requirements for this program?
To be eligible for an award under this AAHC notice of funding opportunity, you must be an
organization that meets all three of the following criteria:
1. You must be either a unit of State 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 whose primary purpose, as reflected in its mission, is African American life, art,
history, and/or culture, encompassing: the period of slavery; the era of Reconstruction; the

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

Harlem renaissance; the civil rights movement; and other periods of the African American
diaspora; and 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, “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 fulltime 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 objects to the general public”?
An institution exhibits objects to the general public if such exhibition is a primary purpose
of the institution. An institution that exhibits objects to the general public for at least 120
days a year is deemed to exhibit objects to the general public on a regular basis.
An institution which does not have the exhibition of objects as a primary purpose and/or
does not exhibit objects to the public for at least 120 days a year may be determined to be
eligible as a museum under certain circumstances. For more information, please see 2
C.F.R. § 3187.3.

(b) A public or private nonprofit agency which is responsible for the operation of a museum that
meets the eligibility criteria in 1, 2, and 3(a) above may apply on behalf of the museum;
(c) A museum service organization or association whose primary purpose, as reflected in its mission, is
to support museums with a primary purpose of African American life, art, history and/or culture; or
(d) A historically black college or university, as defined by the Higher Education Act of 1965, as
amended, 20 U.S.C. Section 1061, and pursuant to Executive Order 13256, dated February 12, 2002.
If my museum is located within a parent organization, can my museum apply on its own?
A museum located within a parent organization that is a State 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.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

Is a nonprofit organization if it is affiliated with a museum eligible?
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 IMLS Assurances and Certifications. The applicant organization must submit an
agreement from the museum that details the activities that the applicant and museum will perform
and binds the museum to the statements and assurances made in the grant application.
Native American tribal organizations may apply if they otherwise meet the above eligibility
requirements.
Note: Please consult Section D below to see if documentation must be submitted to support an eligibility
determination (proof of private, nonprofit institution status as determined by the Internal Revenue Service,
if applying as a private, nonprofit institution). Note that there are also funding restrictions that could affect
the eligibility of a project; please consult Section D.6 below for details.

C2. What are the cost-sharing requirements for this
program?
For the Museum Grants for African American History and Culture program, the requirements to
provide cost share from non-federal sources differ according to funding level.
AAHC Funding Level

Cost Share Requirement

$5,000–$25,000

No cost share permitted.
Note: If you include cost share in your budget for funding at the $5,000–
$25,000 level, your application will be rejected from further consideration.

$25,001–$150,000

At least 1:1 cost share
Note: If you do not include at least 1:1 cost share in your project budget,
your application will be rejected from further consideration.

Note: Cost sharing that appears in your project budget should be carefully calculated. Grantees are
expected to meet their cost share commitments.
Click here for further information on cost sharing.

C3. Other Information
C3a. How many applications can we submit under this
announcement?
An applicant organization is subject to the following under this announcement:
•

If your museum submits an application at the $5,000–$25,000 funding level, you are limited to
one application to this announcement.

•

If your museum submits an application at the $25,001–$150,000 level, there is no limit on the
number of applications your museum may submit to this announcement.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

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

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

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

CFDA No. 45.309, or
Funding Opportunity Number: AAHC-FY18

D1a. Can we request an audio recording of this
announcement?
Upon request, we will provide an audio recording of this publication. Use Teletype (TTY/TDD) (for
persons with hearing difficulty): 202-653-4614.

D1b. Can we request a paper copy of this announcement?
Upon request, we will provide a paper copy of this publication. Call 202-653-4789.

D2. What content and form are required to make a
complete application?
The Table of Application Components below will help you prepare a complete application. You will
find links to more information and instructions for each application component in the table.
Applications missing any Required Documents or Conditionally Required Documents from this list will
be considered incomplete and will be rejected from further consideration.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

D2a. Table of Application Components
Component

Format

File name to use

Required Documents
The Application for Federal
Domestic Assistance/Short
Organizational Form (SF-424S)

Grants.gov form

n/a

Abstract (one page max.)

PDF document

Abstract.pdf

IMLS Program Information Sheet

IMLS PDF form

Programinfo.pdf

Organizational Profile (one page
max.)

PDF document

Organizationalprofile.pdf

Narrative (five pages maximum)

PDF document

Narrative.pdf

Schedule of Completion (one page
per year max.)

PDF document

Scheduleofcompletion.pdf

IMLS Budget Form

IMLS PDF form

Budget.pdf

Budget Justification

PDF document

Budgetjustification.pdf

List of Key Project Staff and
Consultants (one page max.)

PDF document

Projectstaff.pdf

Resumes of Key Project Staff and
Consultants that appear on the list
above (two pages each max.)

PDF document

Resumes.pdf

Digital Product Form

IMLS PDF
document

Digitalproduct.pdf

Conditionally Required Documents
Please check the guidance in Section D.2.d to see if these conditions apply to your organization
Proof of Private, Nonprofit Status

PDF document

Proofnonprofit.pdf

Final Federally Negotiated Indirect
Cost Rate Agreement

PDF document

Indirectcostrate.pdf

Supporting Documents
Information that supplements the
application Narrative and supports
the SF-424S Project Description

PDF document

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

Supportingdoc1.pdf
Supportingdoc2.pdf
Supportingdoc3.pdf

IMLS-CLR-D-0026

D2b. How should we format, name, and sequence the
application components?
Document format: Aside from the SF-424S, which is created in Grants.gov, all application
components must be submitted as PDF documents.
Page limits: Note page limits listed in the table above. We will remove any pages over the limit, and
we will not send them to reviewers as part of your application.
Naming convention: Use the naming conventions indicated in the table above. IMPORTANT: You are
limited to using the following characters in all attachment file names: A-Z, a-z, 0-9, underscore (_),
hyphen (-), space, period. If you use any other characters when naming your attachment files, your
application may be rejected.
Attachment order: In Grants.gov, attach all application components in the sequence listed in the
table above. Use all available spaces in the “Attachments Form” first. Attach any additional application
components using the “Other Attachment File(s)” boxes.
Complete applications: Use the table above as a checklist to ensure that you have created and
attached all necessary application components.
Note: Each document you create must be converted to a PDF before you submit it.

D2c. Required Documents
1. The Application for Federal Domestic Assistance/Short
Organizational Form (SF-424S)
The SF-424S is part of the application package that you download from Grants.gov. Click here for
instructions on completing the SF-424S.

2. Abstract
Write this one-page document, addressing the following, and save it as a PDF:
•
•
•
•
•
•

Who is the lead applicant and, if applicable, who are the collaborators?
What need, problem, or challenge will your project address, and how was it identified?
What are the activities you will carry out and in what time frame?
Who or what will benefit from your project?
What are your project’s intended outcomes?
How will you measure your success in achieving your intended outcomes?

This abstract may be used for public information purposes, so it should be written in a concise
narrative format for experts as well as a general audience. The abstract must not include any
proprietary or confidential information.

3. IMLS Program Information Sheet
Download and complete the IMLS Program Information Sheet (PDF, 1.4 MB). See
Appendix Four for instructions for completing the IMLS Program Information Sheet.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

4. Organizational Profile
Create a one-page organizational profile and save it as a PDF. Click here for instructions on
creating an organizational profile.

5. Narrative
Write a narrative that addresses the questions listed below and save it as a PDF. Limit the narrative
to five numbered pages. We will remove any pages above the page limit, and we will not send
them to reviewers as part of your application.
•
•
•
•
•
•

Organize your narrative using the section headings: Project Justification, Project Work
Plan, and Project Results.
Consider each narrative question and be mindful of each section’s review criteria.
Be clear and concise with a minimum of technical jargon and acronyms.
Use supporting documents to provide supplementary materials.
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.

Please be advised that reviewers may also choose to visit your organization's website, as listed on
the SF-424S form provided with your application.
1. Project Justification
•
•
•
•
•

What do you propose to do?
What need, problem, or challenge will your project address, and how was it identified?
Who or what will benefit from your project?
How will your project enhance the capacity of your institution?
How will your project address the goals of the Museum Grants for African American
History and Culture program (as described above in Section A.1)

Review Criteria:
•
•
•
•
•

Is the project clearly explained?
Is the need, problem, or challenge to be addressed clearly identified and supported by
relevant evidence?
Are the people who will benefit from the project clearly identified and have they been
involved in project planning the project?
If applicable, are the collections and/or records that are the focus of the project and
their current condition described and quantified in sufficient detail?
Are the ways in which this project enhances the capacity of the institution specific,
actionable, and measurable?

2. Project Work Plan
•
•
•
•
•

What specific activities, including evaluation and performance measurements, will you
carry out?
What are the risks to the project and are they accounted for in the work plan?
Who will plan, implement, and manage your project?
When and in what sequence will your activities occur?
What time, financial, personnel, and other resources will you need to carry out the
activities? Note: You must include $2,000 per year in award funds for travel to attend IMLSdesignated meetings.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

•
•

How will you track your progress toward achieving your intended results?
How and with whom will you share your project’s results?

Review Criteria:
•
•
•
•
•
•
•
•

Are the proposed activities informed by appropriate theory and practice?
Are the goals, assumptions, and risks clearly stated?
Are the proposed evaluation activities and performance measurements appropriate
for the project? Will they result in valid, reliable, and generalizable findings?
Do the identified staff, partners, consultants, and service providers possess the
experience and skills necessary to complete the work successfully?
Is the schedule of work realistic and achievable?
Are the time, financial resources, personnel, and other resources identified appropriate
for the scope and scale of the project?
Is a clear methodology described for tracking the project’s progress and adjusting
course when necessary?
Is there an effective plan for communicating results and/or sharing discoveries?

3. Project Results
•

•

•
•
•

Referring to the Performance Goal(s) selected on the Program Information Sheet
prepared for your application, choose one or more Performance Measure Statement(s)
appropriate for your project and describe how you will collect and report the
corresponding data.
Referring to your Project Justification, describe your project’s intended results that will
address the need, problem, or challenge you have identified. It should focus on the
Performance Goal(s) and Performance Measure Statement(s) referenced above.
How will the knowledge, skills, behaviors, and/or attitudes of the intended audience
change as a result of your project?
What tangible products will result from your project?
How will you sustain the benefit(s) of your project?

Review Criteria:
•

•
•
•
•

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

6. Schedule of Completion
Create a schedule of completion and save it as a PDF. Click here for instructions on creating a
schedule of completion.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

7. IMLS Budget Form
Download and complete the current IMLS Budget Form (PDF, 110 KB). Click here for instructions
on completing the budget form. Java Script must be enabled in your web browser.

8. Budget Justification
Write a budget justification and save it as a PDF. Click here for instructions on creating the budget
justification.

9. List of Key Project Staff and Consultants
Write a one-page list of only staff and consultants whose expertise is essential to the success of the
project and save it as a PDF. Do not list the entire staff involved in the project. If you cannot
identify key project staff by the application deadline, then list the position title instead. This list
must include the Project Director listed in Item 7 of the SF-424S.

10. Resumes of Key Project Staff and Consultants that Appear on
the List Above
Provide resumes of no more than two pages each, as a PDF, for every key project staff member
and key consultant identified on the List of Key Project Staff and Consultants described above. If
you cannot identify key project staff 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.

11. Digital Product Form
IMLS defines digital products very broadly (digital content, resources, assets, software, or
datasets). You should review all of the questions in the Digital Product Form to determine if your
proposal contains any digital products. If your application is not creating ANY digital products,
please check the box indicating no products at the beginning of the form. If you are creating
digital products, you must complete the Digital Product Form by providing for each section the
corresponding information or marking “Not applicable for this project” in each respective section.
In any event, your application will be considered incomplete if it does not include a completed
Digital Product Form. Click here for Guidance for Projects that Develop Digital Products.

D2d. Conditionally Required Documents
Failure to provide a conditionally required document will result in your application being considered
incomplete and rejected from further consideration.

1. Proof of Private, Nonprofit Status
If you are applying as a private, nonprofit organization, you must submit a copy of the letter
from the Internal Revenue Service indicating your eligibility for nonprofit status under the
applicable provision of the Internal Revenue Code of 1954, as amended. We will not accept a
letter of state sales tax exemption as proof of nonprofit status.
Note: You must submit this letter with each application whether or not you have submitted it with
other applications in the current year or in previous years.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

2. Final Federally Negotiated Indirect Cost Rate
If your project budget includes a federally negotiated indirect cost rate, then you must submit
a current copy of your Final Federally Negotiated Indirect Cost Rate Agreement.
Note: If you are eligible for and are choosing the option of claiming an indirect cost rate of 10
percent of modified total direct costs (see 2 C.F.R. part 200, including 2 C.F.R. sections 200.68,
200.414(f), and 200.510(b)(6)), you do not need to provide any documentation. Click here for
further information on indirect costs.

D2e. 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 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 any third party that will receive grant funds or from entities that
will contribute substantive funds to the completion of project activities
Letters of commitment from partners or other groups who will work closely with you on your
project
Bibliography of references relevant to your proposed project design or evaluation strategy
Letters of support from relevant experts and stakeholders
Position descriptions for project staff (if not included with resumes for key personnel) to be
supported by grant or cost share funds
Reports from planning activities
Contractor quotes
Equipment specifications
Products or evaluations from previously completed or ongoing projects of a similar nature
Collections, technology, or other departmental plans for the institution as applicable to the
proposed project
Web links to relevant online materials
Needs assessments.

D3. What are the registration requirements for submitting
an application?
Before submitting an application, your organization must have a current and active D-U-N-S® number
(a unique entity identifier), System for Award Management (SAM.gov) registration, and Grants.gov
registration. Check your materials and registrations well in advance of the application deadline to
ensure that they are accurate, current, and active.
If your D-U-N-S® number and SAM.gov registration are not active and current at the time of
submission, your application will be rejected; if they are not active and current at the time an award is
made, we may determine that you are not qualified to receive an award and use that determination as
a basis for making an award to another applicant.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

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

D3b. What is the System for Award Management
(SAM.gov) and how do we register?
SAM.gov is the official U.S. Government system that consolidated the capabilities of previous
registration systems such as CCR/FedReg, ORCA, and EPLS. There is no fee to register with SAM.gov.
Click here to learn more about SAM.gov registration.

D3c. What is Grants.gov and how do we register?
Grants.gov is the centralized location for grant seekers to find and apply for Federal funding
opportunities.
You must submit your application through Grants.gov.
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 to complete 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 materials. 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.
Click here to learn more about Grants.gov registration and tips for using Grants.gov.

D4. When and how must we submit our application?
You must submit your application through Grants.gov. Do not submit through email to IMLS.
For the Museum Grants for African American History and Culture Program, Grants.gov will accept
applications through 11:59 p.m. U.S. Eastern Time on December 1, 2017.
We strongly recommend that you obtain a D-U-N-S® number, register with SAM.gov and Grants.gov,
and complete and submit the application early. We make grants only to eligible applicants that submit
complete applications, including attachments, through Grants.gov, on or before the deadline, as
indicated by the date stamp generated by Grants.gov.
Contact Grants.gov or call their help line at 1-800-518-4726 for 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.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

D4a. What happens after we submit our application
through Grants.gov?
Within two business days of receiving your submission, Grants.gov will generate two emails regarding
the progress of your application through the system. The first email will confirm receipt of your
application by the Grants.gov system and the second will indicate that the application has either been
successfully validated by the system prior to transmission to the grantor agency (IMLS) or has been
rejected due to errors. After the official grant program deadline, you will receive a third email
confirming that IMLS has retrieved your application. Until that point, you can check the status of your
application(s) in Grants.gov by using the “Track My Application” feature. For further details, please
consult Grants.gov.

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

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

personnel salaries, wages, and fringe benefits
travel expenses for key project staff and consultants
materials, supplies, software, and equipment related directly to project activities
equipment to improve collections storage and exhibit environments
third-party costs
publication design and printing
staff and volunteer training
internships/fellowships
indirect or overhead costs.

You must explain all proposed expenses in your budget justification.
The following list includes some examples of unallowable costs, both for IMLS funds and for cost share
(if applicable), under this announcement:
•
•
•
•
•
•
•
•

general fundraising costs, such as development office staff or other staff time devoted to
general fundraising
contributions to endowments
general operating support
acquisition of collections (see 2 C.F.R. §3187.15(b))
general advertising or public relations costs designed solely for promotional activities other
than those related to the specific project
construction or renovation of facilities (generally, any activity involving the construction
trades is not an allowable cost)
social activities, ceremonies, receptions, or entertainment
research projects (see 2 C.F.R. § 200.87)

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

•

pre-award costs

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

D6a. How do we include costs for third parties?
It is your responsibility to determine whether each agreement you make for the disbursement of
federal program funds to third parties casts the party receiving the funds in the role of a subrecipient
or a contractor. Familiar terms for third parties can include partners, consultants, subgrantees,
collaborators, vendors, or service providers. (See 2 C.F.R. § 200.330 (Subrecipient and contractor
determinations).) IMLS grant funds may not be provided to any federal agency serving as a third party.

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

use a rate not to exceed your current indirect cost rate already negotiated with a federal
agency;
use an indirect cost rate proposed to a federal agency for negotiation, but not yet finalized, as
long as it is finalized by the time of the award;
use a rate not to exceed 10% of the total modified direct costs if you have never had a
federally negotiated indirect cost rate and you are otherwise eligible; or
not include any indirect costs.

Click here for further information on indirect costs.

E. Application Review Information
E1. What are the review criteria?
Reviewers are instructed to evaluate applications according to the review criteria included within the
narrative instructions in Section D.2 of this document. Reviewers consider all required and
conditionally required, and supporting documents, as listed in Section D.2.

E1a. Is cost sharing considered in the review process?
Cost sharing is an eligibility criterion and is not considered in the review of applications. Cost sharing
requirements for this grant program are addressed in Section C.2.

E2. What is the review and selection process?
We use a peer review process to evaluate all eligible and complete applications. Reviewers are
professionals in the field with relevant knowledge and expertise in the types of project activities
identified in the applications. We instruct reviewers to evaluate applications according to the review
criteria. Reviewer conflicts of interest are identified prior to review, and it is intended that reviewers
who may have conflicts with particular applications are reassigned to review other applications.
The Director takes into account the input provided by the review process and makes final funding
decisions consistent with the purposes of the agency’s mission and programs.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

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

E4. When will we be notified of funding decisions?
We will not release information about the status of an application until the applications have been
reviewed and all deliberations are concluded. We expect to notify both successful and unsuccessful
applicants of the final decisions by July 2018.

F. Award Administration Information
F1. How will we be notified of funding decisions?
We will notify both successful and unsuccessful applicants of funding decisions by email.
For applicants who receive awards, the award packet will be sent to the Project Director, Primary
Contact/Grants Administrator, and Authorized Representative/Authorizing Official (as identified on
the SF-424S). The award packet will contain the following:
•
•
•
•

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

Your period of performance will be included on your Official Award Notification for Grants and
Cooperative Agreements. The award period of performance begins on the first day of the month in
which project activities start and ends on the last day of the month in which these activities are
completed. Funded projects may not begin earlier than August 1, 2018, and not later than October 1,
2018.
For applicants who do not receive awards, the Project Director, Primary Contact/Grants Administrator,
and Authorized Representative/Authorizing Official (as identified on the SF-424S) will receive the
following:
OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

•
•

cover letter; and
reviewer comments.

F2. What are the administrative and national policy
requirements?
Organizations that receive IMLS grants or cooperative agreements are subject to the IMLS General
Terms and Conditions for IMLS Discretionary Grant and Cooperative Agreement Awards and the IMLS
Assurances and Certifications. Organizations that receive IMLS funding must be familiar with these
requirements and comply with applicable law.
As an applicant for Federal funds, you must certify that you are responsible for complying with certain
nondiscrimination, debarment and suspension, drug-free workplace, and lobbying laws. These are set
out in more detail, along with other requirements, in the IMLS Assurances and Certifications. By
signing the application form, which includes the Assurances and Certifications, you certify that you are
in compliance with these requirements and that you will maintain records and submit any reports that
are necessary to ensure compliance. Your failure to comply with these statutory and regulatory
requirements may result in the suspension or termination of your award and require you to return
funds to the government.

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

G. Contacts
G1. Who should we contact if we have questions?
Click here for IMLS staff contact information for this program IMLS staff are available by phone and
email to answer programmatic and administrative questions relating to this grant program.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

Contact Grants.gov call their helpline at 1-800-518-4726 for assistance with hardware and software
issues, registration issues, and technical problems.

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

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

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

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

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

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

H5. Where else can we find additional information about
IMLS?
You can check the IMLS website for information on IMLS and IMLS activities.

H6. Is IMLS obligated to make an award as a result of this
announcement?
IMLS is not obligated to make any Federal award or commitment as a result of this announcement.

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

H8. How long should it take us to complete an application?
Complete applications include the elements listed in the Table of Application Components in Section
D. We estimate the average amount of time needed for one applicant to complete the narrative
portion of this application to be 9 hours. This includes the time for reviewing instructions, searching
existing data sources, gathering and maintaining the data needed, and writing and reviewing the
answers.
We estimate that it will take you an average of 15 minutes per response for the IMLS Program
Information Sheet and three hours per response for the IMLS Budget Form. We estimate that it will
take you an average of 60 minutes per response for the Digital Product Form.
Send comments regarding this burden estimate or any other aspect of this collection of information,
including suggestions for reducing this burden, to the Institute of Museum and Library Services at 955
L’Enfant Plaza North, SW, Suite 4000, Washington, DC, 20024-2135, and to the Office of Management
and Budget, Paperwork Reduction Project (3137-0095), Washington, DC, 20503.

H9. IMLS Clearance Number:
IMLS-CLR-D-0026, Expiration date: 7/31/2018

H10. PRA Clearance Number:
OMB Control #: 3137-0095 Expiration date: 7/31/2018

Appendix One - IMLS Assurances and
Certifications
As a Federal agency, IMLS is required to obtain from all applicants certifications, including those
regarding Nondiscrimination, Debarment and Suspension, Federal Debt Status, and Drug-Free

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

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

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

Certifications Required of All Applicants
Financial, Administrative, and Legal Accountability
The authorized representative, on behalf of the applicant, certifies that the applicant has legal
authority to apply for federal assistance and the institutional, managerial, and financial capability
(including funds sufficient to pay the non-federal share of project costs) to ensure proper planning,
management, reporting, recordkeeping, and completion of the project described in this application.
The authorized representative, on behalf of the applicant, certifies that the applicant will cause to be
performed the required financial and compliance audits in accordance with applicable law.
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with
the provisions of applicable OMB Circulars and regulations.
Nondiscrimination
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with
the following nondiscrimination statutes and their implementing regulations:
1. Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. § 2000 et seq.), which prohibits
discrimination on the basis of race, color, or national origin (note: as clarified by Exec. Order
No. 13,166, the applicant must take reasonable steps to ensure that limited English proficient
(LEP) persons have meaningful access to the applicant’s programs (see IMLS guidance at 68
Federal Register 17679, April 10, 2003));
2. Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 701 et seq., including §
794), which prohibits discrimination on the basis of disability (note: IMLS applies the
regulations in 45 C.F.R. pt. 1170 in determining compliance with section 504 as it applies to
recipients of federal assistance);
3. Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 1681–1683, §§ 1685–
1686), which prohibits discrimination on the basis of sex in education programs;

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

4. the Age Discrimination in Employment Act of 1975, as amended (42 U.S.C. § 6101 et seq.),
which prohibits discrimination on the basis of age; and
5. the requirements of any other nondiscrimination statute(s) which may apply to the
application.
Debarment and Suspension
The applicant shall comply with 2 C.F.R. pt. 3185 and 2 C.F.R. pt. 180, as applicable. The authorized
representative, on behalf of the applicant, certifies to the best of his or her knowledge and belief that
neither the applicant nor any of its principals:
1. are presently excluded or disqualified;
2. have been convicted within the preceding three years of any of the offenses listed in 2 C.F.R. §
180.800(a) or had a civil judgment rendered against it or them for one of those offenses within
that time period;
3. are presently indicted for or otherwise criminally or civilly charged by a governmental entity
(federal, state, or local) with commission of any of the offenses listed in 2 C.F.R. § 180.800(a); or
4. have had one or more public transactions (federal, state, or local) terminated within the
preceding three years for cause or default.
Where the applicant is unable to certify to any of the statements in this certification, he or she shall
attach an explanation to this application.
The applicant, as a primary tier participant, is required to comply with 2 C.F.R. pt. 180 subpart C
(Responsibilities of Participants Regarding Transactions Doing Business with Other Persons) as a
condition of participation in the award. The applicant is also required to communicate the
requirement to comply with 2 C.F.R. pt. 180 subpart C (Responsibilities of Participants Regarding
Transactions Doing Business with Other Persons) to persons at the next lower tier with whom the
applicant enters into covered transactions.
As noted in the preceding paragraph, applicants who plan to use IMLS awards to fund contracts
should be aware that they must comply with the communication and verification requirements set
forth in the above Debarment and Suspension provisions.
Federal Debt Status
The authorized representative, on behalf of the applicant, certifies to the best of his or her knowledge
and belief that the applicant is not delinquent in the repayment of any federal debt.
Drug-Free Workplace
The authorized representative, on behalf of the applicant, certifies, as a condition of the award, that
the applicant will or will continue to provide a drug-free workplace by complying with the
requirements in 2 C.F.R. pt. 3186 (Requirements for Drug-Free Workplace (Financial Assistance)). In
particular, you as the recipient must comply with drug-free workplace requirements in subpart B (or
subpart C, if the recipient is an individual) of 2 C.F.R. pt. 3186, which adopts the Government wide
implementation (2 C.F.R. pt. 182) of sec. 5152-5158 of the Drug-Free Workplace Act of 1988 (Pub. L.
100-690, Title V, Subtitle D; 41 U.S.C. §§ 701–707).
This includes, but is not limited to: making a good faith effort, on a continuing basis, to maintain a
drug-free workplace; publishing a drug-free workplace statement; establishing a drug-free awareness
program for your employees; taking actions concerning employees who are convicted of violating
drug statutes in the workplace; and identifying (either at the time of application or upon award, or in
documents you keep on file in your offices) all known workplaces under your federal awards.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

Trafficking in Persons
The authorized representative, on behalf of the applicant, certifies, as a condition of the award, that
the applicant will comply with the trafficking in persons requirements that are set out in the General
Terms and Conditions for IMLS Discretionary Awards (2 C.F.R. 175.15 Award Term.).
Certification Regarding Lobbying Activities
(Applies to Applicants Requesting Funds in Excess of $100,000) (31 U.S.C. § 1352)
The authorized representative certifies, to the best of his or her knowledge and belief, that:
(a) No federal appropriated funds have been paid or will be paid, by or on behalf of the authorized
representative, to any person for influencing or attempting to influence an officer or employee of an
agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any federal contract, the making of any federal grant, the
making of any federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative
agreement.
(b) If any funds other than federal appropriated funds have been paid or will be paid to any person
(other than a regularly employed officer or employee of the applicant, as provided in 31 U.S.C. § 1352)
for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection
with this federal contract, grant, loan, or cooperative agreement, the authorized representative shall
complete and submit Standard Form LLL, “Disclosure of Lobbying Activities,” in accordance with its
instructions.
(c) The authorized representative shall require that the language of this certification be included in the
award documents for all subawards at all tiers (including subcontracts and contracts under grants,
loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance is placed when the
transaction is made or entered into. Submission of this certification is a prerequisite for making or
entering into the transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file
the required certification shall be subject to a civil penalty of not less than $10,000 and not more than
$100,000 for each such failure.
General Certification
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with
all applicable requirements of all other federal laws, executive orders, regulations, and policies
governing the program.
Certifications Required for Certain Projects
The following certifications are required if applicable to the project for which an application is being
submitted. Applicants should be aware that additional federal certifications, not listed below, might
apply to a particular project.
Subawards
Under IMLS regulations at 2 C.F.R. § 3187.14, a recipient may not make a subaward unless expressly
authorized by IMLS. A recipient may contract for supplies, equipment, and services, subject to
applicable law, including but not limited to applicable Office of Management and Budget (OMB)

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards set
forth in 2 C.F.R. pt. 200.
Native American Human Remains and Associated Funerary Objects
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with
the provisions of the Native American Graves Protection and Repatriation Act of 1990 (25 U.S.C. § 3001
et seq.), which applies to any organization that controls or possesses Native American human remains
and associated funerary objects, and which receives federal funding, even for a purpose unrelated to
the Act.
Historic Properties
The authorized representative, on behalf of the applicant, certifies that the applicant will assist the
awarding agency in ensuring compliance with Section 106 of the National Historic Preservation Act of
1966, as amended (16 U.S.C. § 470f, see 54 U.S.C. § 306108), Exec. Order No. 11,593, and the
Archaeological and Historic Preservation Act of 1974 (16 U.S.C. § 469 et seq., see 54 U.S.C. § 501502 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 Exec. Order No. 11514;
b. notification of violating facilities pursuant to Exec. Order No. 11738;
c. protection of wetlands pursuant to Exec. Order No. 11990, as amended by Exec. Order No.
12608;
d. evaluation of flood hazards in floodplains in accordance with Exec. Order No. 11988, as
amended;
e. assurance of project consistency with the approved state management program developed
under the Coastal Zone Management Act of 1972, as amended (16 U.S.C. § 1451 et seq.);
f. conformity of federal actions to State (Clean Air) Implementation Plans under section 176(c) of
the Clean Air Act of 1955, as amended (42 U.S.C. § 7401 et seq.);
g. protection of underground sources of drinking water under the Safe Drinking Water Act of
1974, as amended (42 U.S.C. § 300f et seq.); and
h. protection of endangered species under the Endangered Species Act of 1973, as amended (16
U.S.C. § 1531–1543).
The authorized representative, on behalf of the applicant, certifies that the project will comply with
the Wild and Scenic Rivers Act of 1968, as amended (16 U.S.C. § 1271 et seq.), related to protecting
components or potential components of the national wild and scenic rivers system.
The authorized representative, on behalf of the applicant, certifies that the applicant will comply with
the flood insurance purchase requirements of the Flood Disaster Protection Act of 1973, as amended
(42 U.S.C. § 4001 et seq.), which requires recipients in a special flood hazard area to participate in the
program and to purchase flood insurance if the total cost of insurable construction and acquisition is
$10,000 or more, or as otherwise designated.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

Research on Human Subjects
The authorized representative, on behalf of the applicant, certifies that the project will comply with 45
C.F.R. pt. 46 regarding the protection of human subjects involved in research, development, and
related activities supported by this award of assistance.
Research on Animal Subjects
The authorized representative, on behalf of the applicant, certifies that the project will comply with
the Laboratory Animal Welfare Act of 1966, as amended (7 U.S.C. § 2131 et seq.) pertaining to the care,
handling, and treatment of warm-blooded animals held for research, teaching, or other activities
supported by this award of assistance.
For further information on these certifications, contact IMLS, 955 L’Enfant Plaza North, SW, Suite 4000,
Washington, DC, 20024-2135. Or call 202/653-IMLS (4657).

Appendix Two – Required Federal Systems
Getting a D-U-N-S® Number
All non-federal entities are required to have a Dun and Bradstreet Data Universal Numbering System
(D-U-N-S®) number (a unique entity identifier) in order to apply for, receive, and report on federal
awards.
You should verify that your organization has a D-U-N-S® number. You can get one within two business
days at no cost by calling the dedicated toll-free D-U-N-S® number request line at 1-866-705-5711 or
by visiting https://www.dandb.com/free-duns-number.

Registering for SAM.gov
The System for Award Management (SAM) is a federal repository that centralizes information about
grant applicants and recipients. You must be registered with SAM.gov before you register with
Grants.gov. Click here to find information about registering with SAM.gov.
We recommend that you allow at least two weeks to complete your SAM.gov registration. You must
renew your registration in SAM.gov at least every 12 months—and sooner, if your information
changes. An expired registration will prevent you from submitting applications via Grants.gov and
receiving awards or payments. Grant payments will be made to the bank account that is associated
with your SAM.gov registration.

Registering for Grants.gov
You must register with Grants.gov before submitting your application to IMLS. Click here to learn
more about the multistep registration process. Make sure your D-U-N-S® number and SAM.gov
registration are accurate, current, and active. We recommend that you allow at least two weeks to
complete your Grants.gov registration.

Working with Grants.gov
Click here to learn more about Grants.gov resources, which include checklists, FAQs, and online
tutorials to assist you in preparing your organization to submit applications.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

Designate more than one Authorized Organization Representative (AOR) when you register in
Grants.gov. This will help avoid last-minute crises in the event that your one AOR is unavailable when
you are ready to submit your application.
Update the contact information and password in Grants.gov when the AOR at your organization
changes.
Grants.gov offers online support regarding Adobe® software and browser compatibility. Contact 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.

Appendix Three - Performance Measure
Statements and Information to be Collected
and Reported for Learning and Community
Projects
On the IMLS Program Information Sheet, you selected an IMLS agency-level goal (PDF, 740KB) of
Learning or Community or Content and Collections with which your project best aligns. You also
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 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:
• Strongly Agree
• Agree
• Neither Agree, nor Disagree
• Disagree
• Strongly Disagree

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

•
•
•
•

Number of
participants
Number of total
responses
Number of responses
per answer option
Number of nonresponses

IMLS-CLR-D-0026

Support communities of
practice

Develop and provide
inclusive and accessible
learning opportunities

My interest in this subject has
increased as a result of this
program/training:
• Strongly Agree
• Agree
• Neither Agree, nor Disagree
• Disagree
• Strongly Disagree

•

I am confident I can apply what I
learned in this program/ training:
• Strongly Agree
• Agree
• Neither Agree, nor Disagree
• Disagree
• Strongly Disagree

•

My understanding has increased as
a result of this program/training:
• Strongly Agree
• Agree
• Neither Agree, nor Disagree
• Disagree
• Strongly Disagree

•

My interest in this subject has
increased as a result of this
program/training:
• Strongly Agree
• Agree
• Neither Agree, nor Disagree
• Disagree
• Strongly Disagree

•

I am confident I can apply what I
learned in this program/training:
• Strongly Agree
• Agree
• Neither Agree, nor Disagree
• Disagree
• Strongly Disagree

•

My understanding has increased as
a result of this program/training:
• Strongly Agree
• Agree

•

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

•
•
•

•

Number of
participants
Number of total
responses
Number of responses
per answer option
Number of nonresponses
Number of
participants
Number of total
responses
Number of responses
per answer option
Number of nonresponses
Number of
participants
Number of total
responses
Number of responses
per answer option
Number of nonresponses
Number of
participants
Number of total
responses
Number of responses
per answer option
Number of nonresponses
Number of
participants
Number of total
responses
Number of responses
per answer option
Number of nonresponses
Number of
participants
Number of total
responses

IMLS-CLR-D-0026

•
•
•

Neither Agree, nor Disagree
Disagree
Strongly Disagree

•

My interest in this subject has
increased as a result of this
program/training:
• Strongly Agree
• Agree
• Neither Agree, nor Disagree
• Disagree
• Strongly Disagree

•

•
•
•

Number of responses
per answer option
Number of nonresponses
Number of
participants
Number of total
responses
Number of responses
per answer option
Number of nonresponses

IMLS Agency-Level Goal 2: Community
Performance Goal

Strengthen museums
and libraries as essential
partners in addressing
the needs of their
communities.

Performance Measure Statement
Outcome Based

Information to be Collected
and Reported

Survey Respondent: Grantee

Data to be Collected

My organization is better prepared
to provide a program or service that
addresses community needs.
• Strongly Agree
• Agree
• Neither Agree, nor Disagree
• Disagree
• Strongly Disagree

•

My organization is better able to
engage my community.
• Strongly Agree
• Agree
• Neither Agree, nor Disagree
• Disagree
• Strongly Disagree

•

My organization is better prepared
to develop and maintain on-going
relationships with community
partners.
• Strongly Agree
• Agree
• Neither Agree, nor Disagree
• Disagree
• Strongly Disagree

•

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

•
•
•

IMLS-CLR-D-0026

My organization is better prepared
to share knowledge and other
resources as an active contributor
to problem solving in the
community.
• Strongly Agree
• Agree
• Neither Agree, nor Disagree
• Disagree
• Strongly Disagree

•
•
•
•

Survey Respondent: Community
Partner(s)

Number of
participants
Number of total
responses
Number of responses
per answer option
Number of nonresponses

Data to be Collected

The museum or library offers
programs, services, or resources
that address community needs.
• Strongly Agree
• Agree
• Neither Agree, nor Disagree
• Disagree
• Strongly Disagree

•

The museum or library is an active
contributor to problem solving in
the community.
• Strongly Agree
• Agree
• Neither Agree, nor Disagree
• Disagree
• Strongly Disagree

•

•
•
•

Appendix Four – Explanation of Forms for
Reference
Grants.gov SF-424S
The SF-424S is the “Application for Federal Domestic Assistance/Short Organizational Form,” which is
part of the application package that you downloaded from Grants.gov.
Items 1 through 4
These items are automatically filled in by Grants.gov.
Item 5. Applicant Information
a. Legal Name: Enter your organization’s legal name as it appears in your SAM.gov registration. This is
the organization with the authority to apply directly for funding in this program. If you have an

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

organizational unit that will be carrying out the project, be sure that it is specified as the
organizational unit on the IMLS Program Information Sheet.
b. Address: Enter your legal applicant’s address as it appears in your SAM.gov registration.
c. Web Address: Enter your web address.
d. Type of Applicant: Select the code that best characterizes your organization from the menu in the
first dropdown box. Leave the other boxes blank.
e. Employer/Taxpayer Identification Number (EIN/TIN): Enter the EIN or TIN assigned to your
organization by the Internal Revenue Service.
f. Organizational DUNS: Enter your organization’s D-U-N-S® number received from Dun and
Bradstreet.
g. Congressional District: Enter your organization’s congressional district. Use the following format:
two-letter state abbreviation, followed by a hyphen, followed by a zero, followed by the two-digit
district number. For example, if the organization is located in the 5th Congressional District of
California, enter “CA-005.” For the 12th Congressional District of North Carolina, enter “NC-012.” For
states and territories with “At Large” Congressional Districts—that is, one representative or delegate
represents the entire state or territory—use “001,” e.g., “VT-001.”
If your organization does not have a congressional district (e.g., it is located in a U.S. territory that does
not have districts), enter “00-000.” To determine your organization’s district, visit the House of
Representatives website by clicking here and using the “Find Your Representative” tool.
Item 6. Project Information
a. Project Title: Enter a brief descriptive title for your project. IMLS may use this title for public
information purposes.
b. Project Description: Enter a brief description (about 120 words) of your project. Tell us what your
project will do, for whom or what, and why. Use clear language that can be understood by readers
who might not be familiar with the discipline or subject area.
c. Proposed Project Start Date/End Date: Enter the start date and end date of the proposed period
of performance in the format mm/dd/yyyy. The project period begins on the first day of the month in
which project activities start and ends on the last day of the month in which these activities are
completed. Refer to Section B of this Notice of Funding Opportunity to determine when your project
can begin.
Item 7. Project Director
The Project Director is the person who will have primary responsibility for carrying out your project’s
activities. Enter the requested information for this individual here.
IMLS requires that the Project Director be a different person than the Authorized Representative.
Item 8. Primary Contact/Grants Administrator
The Primary Contact/Grants Administrator is the person who has primary responsibility for
administering the award. Enter the requested information for this individual here. If the Primary
Contact/Grants Administrator is the same as the Authorized Representative, please still complete both
Items 8 and 9.
OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

In some organizations this individual may be the same as the Project Director. If this is the case, check
the box and skip to Item 9.
Item 9. Authorized Representative
The Authorized Representative is the person who has the authority to legally bind your organization.
Enter the requested information for this individual here. The Authorized Representative cannot be
the same person as the Project Director. By checking the “I Agree” box at the top of Item 9, this
individual certifies the applicant’s compliance with the IMLS Assurances and Certifications and any
other relevant federal requirements.
The “Signature of Authorized Representative” and “Date Signed” boxes will be automatically
populated by Grants.gov upon submission of the application. This will be the person whose name was
listed as your organization’s authorized representative when you registered with Grants.gov. Please
note that this name might not be the same as the name and other information you entered in Item 9
above; however, the person whose name appears in the “Signature of Authorized Representative” box
must have authorization from your organization to submit this application on behalf of your
organization.
Submission of the electronic application acknowledges that your organization certifies compliance
with relevant federal requirements, including but not limited to the IMLS Assurances and
Certifications, to the same extent as the signature does on a paper application.

IMLS Program Information Sheet
1. Applicant Information:
Legal Name: From 5a on the SF-424S, same as SAM.gov registration.
Organizational D-U-N-S ® Number: From 5f pm the SF-424S.
Expiration date of your SAM.gov registration: Enter the expiration date of your SAM.gov
registration in the fill-in field. Please note that before submitting an application, your
organization must have a current SAM.gov registration.
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 museum or
library is part of a parent organization, such as a university, then enter the name of the
university under Legal Name, and the museum or 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.
a.
b.
c.

2. Organizational Financial Information: a-d. All applicants must provide the information requested.
3. Grant Program:
Select g. Museum Grants for African American History and Culture.
Select one funding level: $5,000–$25,000 with no applicant cost share permitted; or $25,001–$150,000
with applicant 1:1 cost share required
4. Performance Goals: Select one of the three IMLS agency-level goals (a–c). Check at least one of
the performance goals listed beneath it. Note: If you select a performance goal(s) under agency-level
goals (a) Learning or (b) Community, click on the link below it to review the specific performance
measure statement choices and the information you will be required to collect and report on

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

throughout the award period of performance: Performance Measure Statements and Information to
be Collected and Reported for Learning and Community Projects.
5. Funding Request Information:
a. IMLS Funds Requested: Enter the amount in dollars sought from IMLS.
b. Cost Share Amount: Enter the amount of non-federal funding you are providing, which must
be at least one-half of the total project cost if you are requesting $25,001–$150,000. Enter $0
if you are requesting $5,000–$25,000 in IMLS funds.
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–l) in this section. If you named
an organizational unit under Question 1d, this information must pertain to that unit.
8. Project Elements: AAHC program applicants skip this section.

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.
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.

Schedule of Completion
The schedule of completion should reflect each major activity identified in your application narrative
and the project dates identified on the SF-424S and IMLS Budget Form. It should show when each
major project activity will start and end. The schedule should be no longer than one page per project
year. See the sample schedule of completion below.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

IMLS Budget Form
Download the IMLS Budget Form (PDF, 110 KB).
The IMLS Budget Form accommodates up to three years of project activities and expenses. Project
timelines, allowable costs, and other budget details vary by program. Be sure to review the Notice of
Funding Opportunity for the grant program/category to which you are applying and the cost
principles in 2 C.F.R. pt. 200 and 2 C.F.R. pt. 3187.
The Year 1 columns should include costs for activities that begin on the project start date (as listed on
6c of the SF-424S) and end 12 months later. If the project timeline exceeds one year, list the costs for
the next 12 months in the Year 2 columns. If the project extends beyond two years, list the costs for
the next 12 months in the Year 3 columns. If the program/category to which you are applying permits
a fourth year as part of the budget, enter Year 4 budget details on a second copy of the IMLS Budget
Form.
The budget should include the project costs that will be charged to grant funds as well as those that
will be supported by cost sharing. In-kind contributions to cost sharing may include the value of
services (e.g., donated volunteer or consultant time) or equipment donated to the project between
the authorized start and end dates of your project. All the items listed, whether supported by grant
funds or cost share, must be necessary to accomplish project objectives, allowable according to the
applicable federal cost principles, auditable, and incurred during the award period of performance.
Charges to the project for items such as salaries, fringe benefits, travel, and contractual services must
conform to the written policies and established practices of your organization. You must report all
revenues generated with project funds during the award period of performance as program income.
If you need more lines for a specific section, summarize the information in the IMLS Budget Form and
explain it further in the budget justification.
1. Salaries and Wages: Include both temporary and permanent staff as well as volunteers engaged in
project activities. Document the method of cost computation (e.g., as percentage of a person’s time
devoted to the project, number of days, number of hours) in your budget justification.
2. Fringe Benefits: Fringe benefits can only be claimed as a direct cost for those positions included in
your direct cost pool. Fringe benefits may be claimed only on the portion of salaries and wages
identified for this project.
3. Travel: Explain the method of cost computation for each travel cost, including subsistence, lodging,
and transportation, in your budget justification. Note: You must include $2000 per year in award funds
for travel to attend IMLS-designated meetings.
You must use the lowest available commercial fares for coach or equivalent accommodations, and you
must use U.S. flagged air carriers for foreign travel when such services are available, in accordance
with applicable U.S. legal requirements.
Please refer to the narrative section of this Notice of Funding Opportunity for information about
special travel requirements, if any.
4. Supplies, Materials, and Equipment: List the costs of supplies, materials, and equipment
purchased specifically for the proposed project. For definitions and other information, please see 2
C.F.R. pt. 200. Use the budget justification to explain or describe these items in further detail.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

5. Contracts and Subawards: List each third party that will undertake project activities and their
associated costs as an individual line item on your budget form. Designate each third party as either a
contract or subaward using the drop-down menu on each line.
To explain or describe these items in further detail, you may either
•

itemize these third-party costs in your budget justification or

•

include a separate IMLS Budget Form as a supporting document and refer to it in the budget
justification, for more complex projects.

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

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

Budget Justification
Write a budget justification and save it as a PDF. Your budget justification should address both grant
funds and cost share and align with your IMLS Budget Form. It should identify the purpose for each
expense and show the method of cost computation used to determine each dollar amount, including
any that you may have consolidated and summarized on the IMLS Budget Form. Follow the format of
the IMLS Budget Form’s section headings.
1. Salaries and Wages
Identify each person whose salary or wages will be paid with IMLS funds or by cost share, provide their
names, describe their role in the project, the percent of time to be devoted to the project, and their
rate of pay. If cost share is being provided by unpaid volunteers, explain how you arrived at the dollar
amount used to represent the value of their services.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

If you are requesting IMLS funding for salaries of permanent staff, explain the reason for the request
and how the regular duties of these individuals will be performed during the award period of
performance.
2. Fringe Benefits
Identify your 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 dollar amount.
4. Supplies, Materials, and Equipment
List each type of supply, material, and equipment you propose to purchase or provide as cost share for
the project. Detail the number and unit cost for each item, and explain how you arrived at the dollar
amounts. Provide vendor quotes or price lists as supporting documents with your application.
5. Contracts and Subawards
List the costs of project activities to be undertaken by third parties for the project. (Familiar terms for
third parties can include partners, consultants, subgrantees, collaborators, vendors, or service
providers.) Identify each third party by name, describe their role in the project, the activities they will
carry out, and the cost. For each entry, designate the third party as either a subrecipient or a
contractor. Explain costs for third parties and provide relevant supporting documents with your
application. IMLS grant funds may generally not be provided to other U.S. government agencies.
You are responsible for making a case-by-case determination as to whether the agreement you make
with a third party should be a contract or a subaward. That determination will depend upon the
nature of your relationship with the third party with respect to the activities to be carried out. (See 2
C.F.R. § 200.330 (Subrecipient and contractor determinations).)
6. Student Support
Explain your method for calculating the costs listed in this section. Please click here for a definition
and examples of student support.
7. Other Costs
Use this section for costs that cannot be assigned to other categories.
8. Total Direct Costs
Indicate the total direct costs, and specify how much you are asking from IMLS and how much you
intend to provide as cost share.
9. Indirect Costs
If you include indirect costs in your project budget, identify the rate(s) and explain the base(s) on
which you are calculating the costs. Click here for more information about indirect costs.
10. Total Project Costs

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

Indicate the total project costs here, and specify how much you are asking from IMLS and how much
you intend to provide as cost share.

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

Use a rate not to exceed your current indirect cost rate already negotiated with a federal
agency;

•

Use an indirect cost rate proposed to a federal agency but not yet finalized (if the rate is not
finalized by the time of award, it will not be allowed);

•

Use a rate not to exceed 10% of modified total direct costs if you have never had a federally
negotiated indirect cost rate and you are not subject to other requirements (e.g., for States
and local governments and Indian tribes); or

•

Not include any indirect costs.

What is a federally negotiated indirect cost rate, and how do we use one?
Federally negotiated indirect cost rates are negotiated agreements between federal agencies and
non-federal entities. If your organization already has an existing negotiated indirect cost rate in effect
with another federal agency, you may use this rate to calculate total project costs, as long as you apply
the rate in accordance with the terms of the negotiated agreement and include a copy of the current
negotiated agreement with your grant application. You may also choose to use a rate lower than your
current federally negotiated indirect cost rate. We will only accept federally negotiated indirect cost
rates that are current by the award date.
What if we use an indirect cost rate that we proposed to a federal agency but is not yet
finalized?
If your organization is in the process of negotiating an indirect cost rate with a federal agency, you
may use the indirect cost rate that was proposed to the federal agency to estimate total project costs.
In such situations, if we award a grant, we will accept the rate only if the negotiations are final by the
award date and a copy of the final agreement is submitted to us. IMLS staff will work with you to
adjust your budget prior to awarding the grant.
How do we use the 10% indirect cost rate?
Except for those non-federal entities described in Appendix VII to 2 C.F.R. pt. 200, you may choose to
charge a rate not to exceed 10% of modified total direct costs (MTDC), as long you have never had a
federally negotiated indirect cost rate and you meet the applicable requirements. See 2 C.F.R. part 200,
including 2 CFR sections 200.68, 200.414(f), and 200.510(b)(6),§ 200.414 for additional guidance.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

Modified total direct costs are direct salaries and wages, applicable fringe benefits, materials and
supplies, services, travel, and up to the first $25,000 of each subaward. MTDC excludes several cost
categories, including equipment, rental costs, tuition remission, scholarships and fellowships,
participant support costs, and the portion of each subaward in excess of $25,000. See 2 C.F.R. § 200.68
for additional information.
If you are using the 10% indirect cost rate, check the box indicated on the IMLS Budget Form. No
additional documentation is required.
Can we apply our indirect cost rate to the cost share portion on our IMLS budget form?
Yes. You may apply your indirect cost rate to the cost share portion of your total direct costs, but you
must count it as cost share (in the Cost Share column). IMLS funds can be used for indirect costs, but
only for the portion of the total direct costs for which you are requesting IMLS funds (the Grant Funds
column).
Are there any other project costs that cannot be included in our indirect cost calculations?
If you have a federally negotiated indirect cost rate agreement, you must follow its conditions and
requirements.
If you are eligible for and using a rate not to exceed 10%, you may include up to 10% of the modified
total direct costs (MTDC) in your indirect cost calculations. (Please see above section on this 10% rate
as well as 2 C.F.R. § 200.414(f) and § 200.68.)

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

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

Examples of student support include:
•
•
•
•
•

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

Activities not considered student support include:
•

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

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

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

Appendix Five – IMLS Products Guidance
Guidance for Projects that Develop Digital Products
What are digital products?
IMLS broadly defines digital products as any digital content, resources, assets, software, or datasets
that you may create, collect, or develop during the course of your project.
What are the IMLS requirements for projects that create, collect, or develop digital products?
IMLS is committed to expanding public access to federally funded research, data, and other digital
products. The assets you create with IMLS funding require careful stewardship to protect and enhance
their value, and they should be freely and readily available for use and re-use by libraries, archives,
museums, and the public. However, applying these principles to the development and management
of digital products is not always straightforward. We ask that you answer questions that address
specific aspects of creating and managing digital products in the Digital Product Form. Download the
Digital Product Form (PDF, 45 KB; Word, 27.1 KB).
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. Click here to access the FADGI website.

Access to Work Products and Documents from IMLSSupported Projects
How should we share our work products from IMLS-supported projects?
All work products resulting from IMLS funding should be distributed for free or at cost unless we have
given you written approval for another arrangement. We encourage IMLS grant recipients to share
their work products (including publications, datasets, educational resources, software, and digital
content) whenever possible through free and open-access journals and repositories. We expect you to
ensure that final peer-reviewed manuscripts resulting from research conducted under an award are
made available in a manner that permits the public to access, read, download, and analyze the work
without charge. Wide dissemination of the results of IMLS-funded projects advances the body of
knowledge and professional practice in museum, library, and information services.
What project documents might IMLS make openly accessible?
We may share grant applications, work products, and reports with grantees, potential grantees, and
the general public to further the mission of the agency and the development of museum, library, and

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

information services. We require that your final report include one copy of each written product you
create, unless otherwise instructed. These materials may be disseminated broadly and made available
in a variety of ways and formats.
What do we need to know about copyright and works produced with IMLS support?
You may copyright any work that is subject to copyright and was developed under an award or for
which ownership was purchased. However, we reserve, for federal government purposes, a royaltyfree, nonexclusive, and irrevocable right to reproduce, publish, or otherwise use the work and
authorize others to reproduce, publish, or otherwise use the work. We encourage you to make your
works produced with IMLS support widely available, including through the use of open licenses.
What do we need to know about digital products produced with IMLS support?
IMLS is committed to expanding public access to federally funded digital products (i.e., digital content,
resources, assets, software, and datasets). We ask that you answer questions that address specific
aspects of creating and managing digital products in the Digital Product Form. The form provides
additional instructions and guidance. Download the Digital Product Form (PDF, 45 KB; Word, 27.1 KB).

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

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

•

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

•

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

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

unable to be impartial in conducting a subaward or procurement action involving a related
organization.

OMB Control #: 3137-0095, Expiration Date: 7/31/2018

IMLS-CLR-D-0026

File Type	application/pdf
File Title	Museum Grants for African American History and Culture Progra– FY18 Notice of Funding Opportunity
Subject	The FY18 Notice of Funding Opportunity Museum Grants for African American History and Culture Program
Author	Karmen Bisher
File Modified	2017-10-03
File Created	2017-10-03