Native American/Native Hawaiian Museum Services Grants -- FY13 Guidelines
Application Deadline: January 15, 2013
(Projects must begin on October 1, November 1, or December 1, 2013. )
Date Posted: October 12, 2012
Catalog of Federal Domestic Assistance (CFDA) Number: 45.308
Questions? See the Native American/Native Hawaiian Museum Services webpage for IMLS contact info.
Teletype (TTY/TDD) (for persons with hearing difficulty): 202/653-4614
Upon request, IMLS will provide an audio recording of this or any other publication.
Web Conferencing with Program Staff
IMLS staff are available by phone and through e-mail to discuss general issues relating to Native American/Native Hawaiian Museum Services grants. We also invite you to participate in our pre-application web conference to learn more about the program, ask questions, and listen to the questions and comments of other participants.
The web conference is scheduled for Thursday, November 15, 2012, at 3 - 4 pm Eastern Time. To participate, a few minutes before the start time, log into:
Then, using any touchtone phone, call 1-866-299-7945. When prompted to enter a passcode, enter 5680404#.
IMLS-funded programs do not discriminate on the basis of race, color, national origin, sex, disability, or age. For further information, write to the Civil Rights Officer, Institute of Museum and Library Services, 1800 M Street, NW, 9th Floor, Washington, DC 20036-5802.
Office of Management and Budget Clearance Numbers
Guidelines: OMB No. 3137-0029; Expiration Date: 9/30/2015
Forms: OMB No. 3137-0071; Expiration Date: 9/30/2015
How long should it take me to complete this application?
We estimate the average amount of time needed for one applicant to complete the narrative portion of this application to be 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, in addition to the time needed for you to answer the narrative questions, it will take you an average of 15 minutes per response for the Program Information Sheet and 3 hours per response for the IMLS Budget Form.
Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Institute of Museum and Library Services at 1800 M Street, NW, 9th Floor, Washington, DC 20036-5802, and to the Office of Management and Budget, Paperwork Reduction Project (3137-0029), Washington, DC 20503.
The mission of the Institute of Museum and Library Services 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 heritage with rich, authentic content, libraries and museums provide learning experiences for everyone. IMLS has adopted a new strategic plan for 2012-2016, "Creating a Nation of Learners." In FY2013, IMLS Native American/Native Hawaiian Museum Services grants will support one of the following three goals:
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.
Supporting National Initiatives
For FY2013, IMLS continues to pursue its commitment to early learning by seeking proposals addressing learners from ages 0-8 and their parents and caregivers. Museum applicants are encouraged to partner with community organizations to address at least one of the challenges identified by the Campaign for Grade Level Reading including school readiness, summer reading loss, and chronic school absence. Click here to learn more about IMLS's role in this initiative. Projects addressing the goals of the Campaign for Grade Level Reading should check the appropriate box on the Program Information Sheet component of the application.
2. Program Information
What are Native American/Native Hawaiian Museum Services grants?
Native American/Native Hawaiian Museum Services (NANH) grants promote enhanced learning and innovation within museums and museum-related organizations, such as cultural centers organized by Native American tribes and organizations that primarily serve and represent Native Hawaiians. Grants provide opportunities to sustain heritage, culture, and knowledge through strengthened museum services in the areas of programming, professional development, and enhancement of museum services.
What is the deadline for applying for a Native American/Native Hawaiian Museum Services grant?
The deadline for the FY2013 Native American/Native Hawaiian Museum Services grants is January 15, 2013.
What is the period of time in which my organization can conduct activities funded by a FY2013 NANH grant?
Projects must begin on October 1, November 1, or December 1, 2013. Projects must begin on the first day of the month and end on the last day of the final month of the project. Generally, project activities supported by NANH grants may be carried out for up to two years.
How much money can my institution apply for?
NANH grant awards range from $5,000 to $50,000, subject to the availability of funds and IMLS discretion.
Do we have to provide funds from other sources in order to be eligible for a NANH grant?
Cost sharing is encouraged but not required for the Native American/Native Hawaiian Museum Services program. Click here for further information on cost sharing.
How many applications can we submit to this program?
There is no limit on the number of applications your organization may submit to this program in FY2013.
What categories of funding are there in the NANH program?
There are no specific grant categories for this program in FY2013.
What activities may be funded with a NANH grant?
While there are no specific categories for this program, you may apply for projects including, but not limited to, the following:
- Interpretive and educational program research, development, and delivery
- Exhibition research, development, design, and fabrication
- Publication research, design, and printing
- Training for staff, volunteers, and educators
- Developing and delivering programs and services to strengthen the role of the museum as a core component of the broader social and economic infrastructure of the community
- Supporting professional development to improve the ability to provide museum services in areas such as
- Personnel organization and management
- Policy development
- Technology enhancements
- Planning for collections management, care, and conservation
- Inventorying, registration, cataloguing, and documentation
- Developing and enhancing collections databases
- Rehousing collections
- Digitization of collections
- Treatment of collections
- Environmental improvements for collections storage and exhibit areas
- Training of staff, volunteers, and interns in the care, management, and/or conservation of collections
Click here for examples of recently funded projects in the Native American/Native Hawaiian Museum Services grant program.
What requirements govern the use of IMLS funds?
You may only use IMLS funds for activities that are allowable under IMLS and government-wide cost principle rules, including OMB Circulars and regulations. Call us with questions about the allowability of specific expenses.
How do I determine what costs are allowable?
In addition to program-specific requirements, organizations of similar types doing similar work with the federal government must follow similar cost principles and procedures. Title 2 of the Code of Federal Regulations (CFR) provides specific information on cost principles for allowable costs in federal grants.
Consult these Native American/Native Hawaiian Museum Services program guidelines and the appropriate cost principles in the CFR to determine the allowability of a proposed cost item in your budget proposal.
What are some examples of allowable costs for the FY2013 Native American/Native Hawaiian Museum Services grants?
The following list includes some examples of allowable costs in this grant program. Please consult the appropriate cost principles in the CFR for additional guidance on allowable costs.
- personnel salaries, wages, and fringe benefits
- travel expenses for key project staff and consultants
- materials, supplies, software, and equipment, including basic environmental monitoring equipment and conservation supplies, related directly to project activities
- heating, ventilation, and air conditioning (HVAC) equipment to improve collections storage and exhibit environments
- consultant fees
- publication design and printing
- services (e.g. design, technical support, printing, non-construction labor)
- staff and volunteer training
- contracts and subcontracts
- indirect or overhead costs (Click here to learn more about indirect costs.)
What are some examples of unallowable costs for the FY2013 Native American/Native Hawaiian Museum Services grants?
The following list includes some examples of unallowable costs in this grant program. Please consult the appropriate cost principles in the CFR for additional guidance on allowable costs.
- general museum fundraising costs, such as development office staff or other staff time devoted to general fundraising
- contributions to endowments
- general museum operating support
- acquisition of collections
- general advertising or public relations costs designed solely to promote activities other than those related to the specific project
- construction and renovation of museum facilities (generally, any activity involving contract labor of the construction trades is not an allowable cost)
- exhibit fabrication that involves contract labor of the construction trades
- reconstruction or renovation of historic sites
- social activities, ceremonies, receptions, or entertainment
- subgrants or subawards
- pre-award costs
If you have questions about allowable costs, please call us for guidance.
Are partners required for NANH?
Partners may strengthen a NANH application, if they are appropriate to the project, but they are not required. An application may include one or more partners. The lead applicant must be eligible to apply as an individual entity, and all partners should be active contributors to project activities. Please note that we encourage the lead applicant to include a letter of support from each partner. Click here to learn more about partners.
Is my organization eligible for an award under the FY2013 Native American/Native Hawaiian Museum Services program?
To be eligible for an award under the FY13 Native American/Native Hawaiian Museum Services program, an applicant must meet the following criteria:
An applicant must be :
- An Indian tribe or
- An organization that primarily serves and represents Native Hawaiians.
For the purpose of funding under this program, "Indian tribe" means any tribe, band, nation, or other organized group or community, including any Alaska native village, regional corporation, or village corporation (as defined in, or established pursuant to, the Alaska Native Claims Settlement Act (43 U.S.C. 1601 et seq.)), which is recognized by the Secretary of the Interior as eligible for the special programs and services provided by the United States to Indians because of their status as Indians. A list of eligible entities is available from the Bureau of Indian Affairs. The list does not include the recognized Alaska native villages, regional corporations, and village corporations. Alaskan entities should refer to applicable provisions in the Alaska Native Claims Settlement Act, referenced above.
For purposes of funding under this program, an "organization that primarily serves and represents Native Hawaiians" is any nonprofit organization that primarily serves and represents Native Hawaiians, as defined in 20 U.S.C. Section 7517. In order for a museum to be eligible, it must demonstrate that it is established as an organization that meets this statutory eligibility criteria.
We recognize the potential for valuable contributions to the overall goals of the Native American/Native Hawaiian Museum Services program by entities that do not meet the eligibility requirements above. Although such entities may not serve as the lead applicant organization, they are encouraged to participate in projects as partners. Such entities may, for example, assist the lead applicant with project activities. Federally operated libraries and museums may not apply for the Native American/Native Hawaiian Museum Services grants, but they may serve as nonessential partners to applicants if they do not receive IMLS grant funds as a result of the project. Please note that federally appropriated funds, whether they are disbursed directly to you by an agency of the federal government or indirectly through another organization, do not count toward your cost share. Contact us before submitting an application involving a federal agency or federal collection.
Contact us about any eligibility questions before submitting an application.
4. Registration Requirements
Before submitting an application, your organization must have a current and active D-U-N-S® Number, SAM registration, and Grants.gov registration. Check your materials and registrations well in advance of the application deadline to ensure that they are accurate, current, and active.
What is a D-U-N-S® Number and how do I get one?
Click here to learn more about getting a D-U-N-S® Number.
What is the SAM and how do I register?
Click here to learn more about SAM Registration.
What is Grants.gov and how do I register?
Click here to learn more about Grants.gov Registration and Tips for Using Grants.gov.
5. Preparing and Submitting an Application
WE MAKE GRANTS ONLY TO ELIGIBLE APPLICANTS THAT SUBMIT COMPLETE APPLICATIONS, INCLUDING ATTACHMENTS, ON OR BEFORE THE DEADLINE.
For the FY2013 Native American/Native Hawaiian Museum Services grants, Grants.gov will accept applications through 11:59 p.m. Eastern Time on January 15, 2013.
We strongly recommend that you REGISTER EARLY and COMPLETE AND SUBMIT THE APPLICATION EARLY.
Click here to learn more about Grants.gov.
Use one of the following identifiers to locate the Native American/Native Hawaiian Museum Services package in Grants.gov:
CFDA No: 45. 308, or
Funding Opportunity Number: NANH-FY13
What documents are required to make a complete application?
The Table of Application Components below will help you prepare a complete and eligible application. Links to more information and instructions for completing each application component are provided in the table. Applications missing any Required Documents or Conditionally Required Documents from this list will be considered incomplete and will be rejected from further consideration.
How should the application components be formatted, named, and sequenced?
- Document format: Aside from the first two documents listed below which are created in Grants.gov, all application components must be submitted as PDF documents.
- Page limits: Note page limits listed below. We will remove any pages above the limit, and we will not send them to reviewers as part of your application.
- Naming convention: Use the naming convention indicated below. IMPORTANT: You are limited to using the following characters in all attachment file names: A-Z, a-z, 0-9, underscore (_), hyphen (-), space, period. If you use any other characters when naming your attachment files, your application will be rejected.
- Document order: In Grants.gov, append all application components in the sequence listed below. Use all available spaces in the "Mandatory Documents for Submission" box first. You should append any remaining application components in the "Optional Documents for Submission" box.
- Complete applications: Use the table below as a checklist to ensure that you have created and attached all necessary application components.
Table of Application Components
A project abstract should be no more than one page. Insert the text, which you generate through a word processing program and save as a PDF, into the Abstract field in Grants.gov.
Information in the abstract should cover the following areas as related to the proposed project:
- Who is the lead applicant and, if applicable, who are the partners?
- What need, problem or challenge will your project address?
- What activities will you carry out and in what time frame?
- What resources (staffing, educational materials, etc.) will be necessary for the successful execution of this project?
- What are your intended results for this project?
- Who are the intended beneficiaries?
- What potential risks do you foresee in the execution of this project and how will you address them?
- How will this project provide public benefit?
- How will you monitor the project to determine whether or not you have achieved the desired outcome?
This abstract may be used for public information purposes, so it should be informative to other persons working in the same or related fields, as well as to the lay reader. The abstract must not include any proprietary or confidential information.
Program Information Sheet
1. Applicant Information
a. Legal Name: Enter 5a from the SF424S.
b. Applicant D-U-N-S® Number: Enter 5f from the SF424S.
c. Check Yes or No, and provide expiration date, if you check the Yes box. Please note that, before submitting an application, your organization must have a current SAM registration.
d. Organizational Unit: 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 is part of a parent organization, such as a university, then enter the name of the university under Legal Name and the museum as the Organizational Unit.
e. Organizational Unit Address: Be sure to include the four-digit extension on the ZIP code.
f. Organizational Governance: You should check the box that best characterizes your organization.
g. Organizational Unit Type: Select the one that most accurately describes your organization.
2. Organizational Financial Information
a-d: Native American/Native Hawaiian Museum Services applicants should not complete this section.
3. Grant Program Information
Select project category g. Native American/Native Hawaiian Museum Services.
4. Check this box if your project addresses the Campaign for Grade Level Reading initiative.
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. Cost sharing is encouraged but not required for the Native American/Native Hawaiian Museum Services program. Click here to learn more about cost share.
6. Project Subject Area
Check the boxes that reflect the subject areas to be addressed by your project.
7. Population Served
Check the boxes that reflect the population(s) to be served by your project.
8. Museum Profile
Native American/Native Hawaiian Museum Services applicants should not complete this section.
9. Project Elements
Native American/Native Hawaiian Museum Services applicants should not complete this section.
Download Program Information Sheet (minimum requirements Adobe Reader 7.0.5):
Adobe® PDF (850KB)
How should my narrative document be formatted?
Limit the narrative to five single-spaced, numbered pages. We will remove any pages above the five-page limit, and we will not send them to reviewers as part of your application.
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-point. See the instructions for "Supporting Documents" to provide supplementary material.
How will my narrative be reviewed?
Reviewers with a variety of professional backgrounds will read these applications and advise us on their merits. They will base their evaluations on the information presented in the application. Your project narrative should therefore be clear, concise, and well organized with a minimum of technical jargon.
Review criteria are listed below for each section of the narrative. These criteria describe what the reviewers are instructed to consider as they evaluate proposals. Keep these application review criteria in mind when writing your narrative. Be certain to address the bullet points under each of the narrative sections as you write. Address the sections of the narrative separately and in the same order in which they are listed below.
The elements listed below will guide you as you write your narrative.
1. Project Justification
- What do you propose to do?
- What need, problem, or challenge will your project address?
- Who or what will benefit from your project?
- What are the intended results of your project?
- How will your project strengthen museum services?
- 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 planning this project?
- Are the materials (e.g. objects, specimens, collections) that are the focus of the project and their current condition described and quantified in sufficient detail? (if applicable)
- Are the intended results well formulated and achievable?
- Are the ways in which this project strengthens museum services specific, actionable, and measurable?
2. Project Work Plan
- What specific activities will you carry out?
- Who will plan, implement, and manage your project?
- When and in what sequence will your activities occur?
- What financial, personnel, and other resources will you need to carry out the activities?
- What resources will your institution contribute to the project?
- How will you track your progress toward achieving your intended results?
- How and with whom will you share your project’s results?
- Are the proposed activities, technologies, and/or methodologies informed by appropriate theory and practice?
- Are the technical details including all information required using the IMLS Specifications for Projects that Develop Digital Products form provided for projects generating digital products?
- 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, personnel, and financial resources identified appropriate for the scope and scale of the project?
- Does the institution provide evidence of its capacity to carry out the project activities and meet the cost-share requirement?
- 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
- What knowledge, skills, behaviors and/or attitudes do you expect to change and among whom?
- How will the care, condition, and/or management of the materials (e.g. objects, specimens, collections) be improved? (if applicable)
- What tangible products (e.g. reports, inventories, catalogues, publications, presentations, databases) will result from your project?
- How will you measure success in achieving your intended results?
- How will you sustain the project and/or its benefit(s)?
- Are the project’s intended results clearly articulated?
- Will direct collections care, organizational capacity for collections care, and/or public awareness of the importance of collection care be improved as a result of this project? (if applicable)
- Will the tangible products be useful?
- Are the measures of success in achieving results appropriate for the project?
- Is there a reasonable and practical plan for sustaining the benefits of the project beyond the conclusion of this grant?
Conditionally Required Documents for Native American/Native Hawaiian Museum Services Applications
If your organization is a private, nonprofit institution, you must submit a copy of the IRS letter indicating your eligibility for nonprofit status under the applicable provision of the Internal Revenue Code of 1954, as amended. We will not accept a letter of State sales tax exemption as proof of nonprofit status.
Please consult the table below to determine if any other additional documents are required. If any of the conditions in the left column apply to your project, then the documents described in the right column are required. If you do not provide them, your application will be considered incomplete and will be rejected from further consideration.
If your project involves …
Then you must include …
A federally negotiated indirect cost rate
A current copy of your Federally Negotiated Indirect Cost Rate Agreement
A digital product (for example, a database of digital images, new software program)
Specifications for Projects that Develop Digital Products Form
|An organization that primarily serves and represents Native Hawaiians
Proof of eligibility consisting of
- the organization’s charter documents, including the articles of incorporation, and
- (i) a copy of the IRS letter indicating that organization’s nonprofit status or (ii) an official document identifying the organization as a unit of state or local government or other tax-exempt multipurpose organization (if prepared specifically for this application, the certification must be on the parent organization’s letterhead and certified by an official of the parent organization).
You may submit other attachments of your choosing as part of your application package, but do not overload the reviewers with too much information. These attachments should include only information that will supplement the narrative and support the project description provided in the application. They should help 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 consultants or other groups that will work closely with the applicant on this project
- Letters of commitment from partners who will receive grant funds or contribute substantive funds to the completion of project activities
- Letters of support from subject-matter experts who are familiar with your proposed project
- Needs assessments (e.g., community needs assessment, formal or informal documentation used to justify, evaluate, and plan projects)
- Reports from planning activities
- Collections, technology, or other departmental plans for the institution as applicable to the proposed project
- Sample curriculum or equivalent description of training activities
- Photographs of existing conditions
- Floor plans
- Bibliography of references relevant to your proposed project design or evaluation strategy
- Products or evaluations from previously completed or ongoing projects of a similar nature
- Vendor quotes
- Equipment specifications
- Web links to relevant online materials
Note: When attaching these documents, give each one a specific title for clear identification. All Supporting Documents must include dates of creation and authorship.
Assurances and Certifications
What Federal laws do I agree to comply with when I submit my application?
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 outlined below and are set out in more detail, along with other requirements, in the Assurances and Certifications. By signing the application form, which includes the Assurances and Certifications, you certify that you are in compliance with these requirements and that you will maintain records and submit any reports that are necessary to ensure compliance. Your failure to comply with these statutory and regulatory requirements may result in the suspension or termination of your grant and require you to return funds to the government.
1. Nondiscrimination Statutes: You certify that you do not discriminate:
- on the grounds of race, color, or national origin (including limited English proficiency), in accordance with Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. §2000d et seq.);
- on the grounds of disability, in accordance with Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. §701 et seq., including §794);
- on the basis of age, in accordance with the Age Discrimination in Employment Act of 1975, as amended (42 U.S.C. §6101 et seq.); and
- on the basis of sex, in any education program or activity, in accordance with Title IX of the Education Amendments of 1972 (20 U.S.C. §1681 et seq.).
2. Debarment and Suspension (2 C.F.R. Part 180 and 2 C.F.R. Part 3185):
You certify that neither you nor your principals: (a) are presently excluded or disqualified; (b) have been convicted within the preceding three years of offenses listed in 2 C.F.R. §180.800 (including but not limited to: fraud, antitrust, embezzlement, or offense indicating lack of business integrity) or have had a civil judgment rendered again you or them for one of such offenses within that time period; (c) are presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of such offenses; or (d) have had one or more public transactions (Federal, State, or local) terminated within the preceding three years for cause or default. Where you are unable to certify to any of the above, you must attach an explanation to this application. You must also comply with applicable sections of the OMB guidance in 2 C.F.R. Part 180, and include a term or condition in lower-tier transactions requiring lower-tier participants to comply with subpart C of the OMB guidance in 2 C.F.R. Part 180.
3. Federal Debt Status:
You certify that you are not delinquent in the repayment of any Federal debt. Examples include delinquent payroll or other taxes, audit disallowances, and benefit overpayments.
4. Drug-Free Workplace:
You must provide a drug-free workplace by complying with the requirements of 2 C.F.R. Part 3186. This includes: making a good faith effort 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 your application or upon award, or in documents that you keep on file in your offices) all known workplaces under your Federal awards.
5. Lobbying Activities (31 U.S.C. §1352):
You are subject to various restrictions against lobbying or attempting to influence a Federal employee or a Member of Congress or congressional employees, in connection with legislation, appropriations, or the award or modification of a Federal contract, grant, cooperative agreement, or loan. Certain additional restrictions apply if you are requesting over $100,000 in Federal assistance.
The Assurances and Certifications contain other general requirements that may apply depending on the nature of your grant activity (for example, the Native American Graves Protection and Repatriation Act of 1990 and the National Historic Preservation Act of 1966).
6. After You Apply
What is the application review process?
We use a peer review process to evaluate all eligible and complete applications. Reviewers are professionals in the field with relevant knowledge and expertise in the types of project activities identified in the applications. They are instructed to evaluate proposed projects according to the criteria identified in the program guidelines. The Director takes into account the advice provided by the review process and makes final funding decisions consistent with the purposes of the agency’s programs.
When will we find out if we have been selected to receive a grant?
No information about the status of an application will be released until the applications have been reviewed and all deliberations are concluded. IMLS expects to notify both funded and unfunded applicants of final decisions by September 2013. Funded projects may not begin earlier than October 1, 2013.
Acknowledgement, Copyright, and Work Products
Read more about acknowledgement, copyright, publications, digital and other work products, information sharing, and requirements for projects that involve research.