Grant Applicants - Program Guidelines

Native American Library Services: Basic Grants – FY 2013 Guidelines
Application Deadline: March 1, 2013
Award period is either July 1, 2013-June 30, 2014 (one-year grant), or July 1, 2013-June 30, 2016 (three-year continuation grant)

Date Posted: December 20, 2012
Catalog of Federal Domestic Assistance (CFDA) Number: 45.311

IMLS Information

Guideline Contents

  1. Introduction

  2. Program Information

  3. Eligibility

  4. Registration Requirements

  5. Preparing and Submitting an Application

  6. After You Apply

Questions? See the Native American Library Services: Basic Grants Web page 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.

Webinar Presentation
Also available for 2013 Basic grants program applicants is the following webinar presentation.

Web Conferencing with Program Staff
IMLS staff are available by phone and through e-mail to discuss general issues relating to Native American Library Services Basic Grants. We also invite you to participate in a 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 for the FY 2013 Basic Grant program will take place on:

Tuesday, January 15, 2013, at 2 - 3 pm Eastern Time

To participate in the web conference, a few minutes before it is scheduled to begin, log into:

https://imls.megameeting.com/?page=guest&conid=FY2013_Native_American_Basic_Library_Grant_Webinar

Then, using any touchtone phone, call 1(866)299-7945. When prompted to enter a passcode, enter 5680404#.

PLEASE NOTE: If you have a Basic Grant with an award period from July 1, 2012, to June 30, 2015 (continuation grant), please do not submit a new application for FY 2013 through Grants.gov. Contact the program office for detailed instructions on what is required to receive Year 2 funding (July 1, 2013-June 30, 2014) on your continuation grant.

 

Equal Opportunity
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 this application to be two hours. This includes the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and writing and reviewing the answers.

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.

 

1. Introduction

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. We have adopted a new strategic plan for 2012-2016, called Creating a Nation of Learners. The first three of its five goals relate directly to this grant program:

  1. IMLS places the learner at the center and supports engaging experiences in libraries and museums that prepare people to be full participants in their local communities and our global society.

  2. IMLS promotes museums and libraries as strong community anchors that enhance civic engagement, cultural opportunities, and economic vitality.

  3. IMLS supports exemplary stewardship of museum and library collections and promotes the use of technology to facilitate discovery of knowledge and cultural heritage.

 

2. Program Information

What are Basic grants?

Basic Grants are non-competitive grants available to eligible applicants to support existing library operations and to maintain core library services.

What is the supplemental Education/Assessment Option?

The supplemental Education/Assessment Option is also non-competitive and must be requested. The purposes of the Education/Assessment Option are to provide funding for library staff to attend library-related continuing education courses and training workshops on- or offsite; for library staff to attend or give presentations at conferences related to library services; and to hire a consultant for an onsite professional library assessment.

What is the deadline for applying for a Basic Grant and Education/Assessment Option?

The FY 2013 deadline for the Native American Library Services Basic Grant as well as the supplemental Education/Assessment Option is March 1, 2013.

PLEASE NOTE: If you have a Basic Grant with an award period from July 1, 2012, to June 30, 2015 (continuation grant), please do not submit a new application for FY 2013 through Grants.gov. Contact the program office for detailed instructions on what is required to receive Year 2 funding (July 1, 2013-June 30, 2014) on your continuation grant.

 

What is the period of time in which activities funded by a Basic Grant can be conducted?

The Native American Library Services Basic Grant can be requested for either a one-year period (July 1, 2013-June 30, 2014) or a three-year period (July 1, 2013-June 30, 2016) (continuation grant).  For these three-year continuation grants, we will commit funding for year one at the time of award. Funding for years two and three, respectively, will be subject to availability of funding, proof of substantial progress as determined by Financial and Performance Reports, your request for funding, IMLS discretion, and written notice from IMLS to you to proceed.

How much money can my institution apply for?

The estimated Basic Grant award for FY 2013 is $6,000. The estimated Basic Grant with Education/Assessment Option award amount is $7,000, which includes the $6,000 Basic Grant and the supplemental amount of $1,000 for eligible education and assessment activities. The final amounts will be determined after all applications have been received and eligibility has been determined. Funding and approval for FY 2014 and FY 2015 is subject to the conditions that are detailed in the immediately preceding question.

Do we have to provide funds from other sources in order to be eligible for a Basic Grant?

No cost sharing is required for the Basic Grant program.

What types of activities can be funded by this program?

Basic Grant funds may be used to support existing library operations and to maintain core library services, particularly as they relate to the following goals in the updated Museum and Library Services Act (20 U.S.C. §9141):

(1) Expanding services for learning and access to information and educational resources in a variety of formats, in all types of libraries, for individuals of all ages in order to support such individuals’ needs for education, lifelong learning, workforce development, and digital literacy skills

(2) Establishing or enhancing electronic and other linkages and improved coordination among and between libraries and entities, as described in 9134(b)(6), for the purpose of improving the quality of and access to library and information services

(3)    (A) Providing training and professional development, including continuing education, to enhance the skills of the current library workforce and leadership, and advance the delivery of library and information services

         (B) Enhancing efforts to recruit future professionals to the field of library and information services

(4) Developing public and private partnerships with other agencies and community-based organizations

(5) Targeting library services to individuals of diverse geographic, cultural, and socioeconomic backgrounds, to individuals with disabilities, and to individuals with limited functional literacy or information skills

(6) Targeting library and information services to persons having difficulty using a library and to underserved urban and rural communities, including children (from birth through age 17) from families with incomes below the poverty line (as defined by the Office of Management and Budget and revised annually in accordance with section 9902(2) of title 42) applicable to a family of the size involved

(7) Developing library services that provide all users access to information through local, state, regional, national, and international collaborations and networks

(8) Carrying out other activities consistent with the purposes of the Library Services and Technology subchapter of the IMLS statute (20 U.S.C. §9121).

How many applications can we submit to this program?

If eligible, you may apply for one Basic Grant and one Education/Assessment Option in a fiscal year. The same population cannot be served by more than one Basic Grant.

What requirements govern the use of IMLS funds in general?

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 with a Basic Grant?

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 Basic Grant program guidelines and the appropriate cost principles in the CFR to determine the allowability of a proposed cost item in your budget proposal.

If your organization is a ...

Then use these cost principles ...

Non-profit Organization

2 CFR 230 (OMB Circular A-122)

State, Local or Indian Tribal Government

2 CFR 225 (OMB Circular A-87)

College or University

2 CFR 220 (OMB Circular A-21)

 

The following list includes some examples of allowable costs in this grant program. Please consult 2 CFR 225 (OMB Circular A-87) for additional guidance on allowable costs.

Examples of allowable expenses for Basic Grants include the following:

  • Library personnel:
    • salary and benefits for library staff
  • Materials, supplies, and equipment:
    • books, journals, magazine subscriptions, electronic resources
    • library supplies
    • library automation software and related equipment
    • library furnishings
    • computers and software
  • Services:
    • presenter fees related to public programs
    • after-school tutoring services
    • library-related consultants
    • technology consultants
    • digitization projects
  • Other (for example):
    • Internet access charges
    • fees for participation in networks and consortia that provide the library with direct services

Examples of allowable expenses for the Education/Assessment Option include the following:

  • costs for library staff to attend library-related continuing education courses and training workshops
    on- or offsite, including registration fees, travel, hotel and per diem
  • costs for library staff to attend or give presentations at conferences related to library services, including registration fees, travel, hotel and per diem
  • costs to cover temporary staff when regular staff are attending courses, workshops, or conferences related to the Education/Assessment Option
  • costs to hire a consultant for an onsite professional library assessment, including library technology assessments and digitization expertise

The following list includes some examples of unallowable costs in this grant program. Please consult 2 CFR 225 (OMB Circular A-87) for additional guidance on unallowable costs.

Examples of unallowable expenses for Basic Grants and Education/Assessment Option funds include

  • contributions to endowments
  • social activities; ceremonies; receptions; or entertainment, including food, gifts, and promotional items
  • construction or renovation of facilities
  • pre-award costs; and
  • indirect costs

If you have questions about allowable costs, please call us for guidance.

 

3. Eligibility

Is my organization eligible for an award under the Basic Grant program?

Indian tribes, Alaska native villages, regional corporations, and village corporations are eligible to apply for funding under the Native American Library Services grant program. Entities such as libraries, schools, tribal colleges, or departments of education are not eligible applicants, although they may be involved in the administration of this program and their staff may serve as project directors, in partnership with an eligible applicant.

For purposes of funding under this program, "Indian tribe" means any tribe, band, nation, or other organized group or community, including any Alaska native village, regional corporation, or village corporation (as defined in, or established pursuant to the Alaska Native Claims Settlement Act (43 U.S.C. § 1601 et seq.)), which is recognized by the Secretary of the Interior as eligible for the special programs and services provided by the United States to Indians because of their status as Indians. A list of eligible entities is available from the Bureau of Indian Affairs and by reference to applicable provisions in the above Alaska Native Claims Settlement Act.

Minimum Requirements of Library Service

The following levels of ongoing library service are required for the Basic Grant program: at a minimum, you should be able to document an existing library that meets three basic criteria: (1) regularly scheduled hours, (2) staff, and (3) materials available for library users.

4. Registration Requirements

Before submitting an application, your organization must have a current and active D-U-N-S® Number, System for Award Management (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 System for Award Management (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 FY 2013 Basic Grants, Grants.gov will accept applications through 11:59 p.m. Eastern Time on March 1, 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 Basic Grant package in Grants.gov:
CFDA No: 45.311
Funding Opportunity Number: NAG-BASIC-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 document listed below, which is created in Grants.gov, all application components must be submitted as PDF documents.

  • 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.

If you create a document in a word processing program, you must convert it to PDF format before submitting. Click here for assistance in converting documents to PDF. Also, please do not send secured PDFs because we cannot process these files.

Table of Application Components

Component Format File name to use
Required Documents
The Application for Federal Assistance/Short Organizational Form (SF-424S) Grants.gov form n/a
Program Information Sheet IMLS PDF form Programinfo.pdf
Part A—Project Budget for Basic Grant IMLS PDF form Basicbudget.pdf
Part B—Project Budget for Education/Assessment Option IMLS PDF form Optionbudget.pdf
Library Services Plan PDF document Plan.pdf

Program Information Sheet

1. Applicant Information

a. Enter Legal Name: Enter 5a from the SF424S.
b. Enter 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: Do not complete.
e. Organizational Unit Address: Be sure to include the four-digit extension on the ZIP code.
f. Organizational Governance: Select "Indian/Native American Tribal Government (Federally Recognized)"
g. Organizational Unit Type: Select "Native American Tribe/Native Hawaiian Organization"

2. Organizational Financial Information
Do not complete this section.

3. Grant Program Information
Select Basic Grant Only or Basic Grant with Education/Assessment Option under c. Native American/Native Hawaiian Library Services.

4. Do not complete this section.

5. Funding Request Information
a. IMLS Funds Requested: Enter the amount in dollars sought from IMLS.
b. Cost Share Amount: No cost share is required in the Basic Grant program.

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
Do not complete this section.

9. Project Elements
Do not complete this section.

Download Program Information Sheet (minimum requirements Adobe Reader 7.0.5):
Adobe® PDF (850KB)

 

Part A—Project Budget for Basic Grant

We anticipate that the IMLS Basic Grant award amount for FY 2013 will be $6,000. Therefore, prepare a Basic Grant project budget based on an anticipated total award amount of $6,000. Spending categories include 1) Library personnel; 2) Materials, supplies, and equipment; 3) Services; and 4) Other (to be described). No indirect costs are allowed. See the sample project budget at the bottom of the budget form for guidance.

Download Part A—Project Budget for Basic Grant

Adobe® PDF (75 KB)

Microsoft® Word Document (46 KB)

Part B—Project Budget for Supplemental Education/Assessment Option

We anticipate that the Education/Assessment Option award amount for FY 2013 will be $1,000. Therefore, if the Education/Assessment Option is requested, prepare an Education/Assessment Option project budget based on an anticipated total award amount of $1,000 (in addition to the anticipated project budget of $6,000 for the Basic Grant). Spending categories include 1) Library-related continuing education and training; 2) Travel to conferences, continuing education, and other library-related training, and costs to cover temporary staff during the absence of regular staff; and 3) Services of a professional librarian or technology consultant to conduct an onsite library assessment. No indirect costs are allowed. See the sample project budget at the bottom of the budget form for guidance.

Download Part B—Project Budget for Education/Assessment Option

Adobe® PDF (73 KB)

Microsoft® Word Document (39 KB)

Library Services Plan (1-3 pages suggested).

If you are requesting a one-year period, describe what library services and, if applicable, what education/assessment option activities you plan to support using IMLS funding during the project period of this grant award, July 1, 2013-June 30, 2014. If you are requesting a three-year continuation grant, include the activities planned for FY 2013, FY 2014, and FY 2015. See the sample plan for guidance. The Library Services Plan replaces the Long-range Plan required with the Basic Grant application in previous years.

Download Sample Plan

Adobe® PDF (223 KB)

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 against 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

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 in June 2013. Funded projects may not begin earlier than July 1, 2013.

 

What are IMLS's requirements for publications and other products that result from a funded project?

Read more about acknowledgement, copyright, publications, digital and other work products, information sharing, and requirements for projects that involve research.