Native Hawaiian Library Services Grants – FY 2013 Guidelines
Application Deadline: April 1, 2013 (NOTE NEW EARLIER DEADLINE)
(Projects must begin September 1, 2013.)
Date Posted: January 30, 2013
Catalog of Federal Domestic Assistance (CFDA) Number: 45.311
Questions? See the Native Hawaiian Library Services 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.
Web Conferencing with Program Staff
IMLS staff are available by phone and through e-mail to discuss general issues relating to Native Hawaiian Library Services 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 schedule for the FY 2013 Native Hawaiian Library Services grant program is as follows:
Wednesday, February 20, at 3 - 4 pm Eastern Time
To participate in the web conference, a few minutes before it is scheduled to begin, log into:
Then, using any touchtone phone, call 1(866)299-7945. When prompted to enter a passcode, enter 9910420#.
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 40 hours. This includes the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and writing and reviewing the answers.
We estimate that, in addition to the time needed for you to answer the narrative questions, it will take you an average of 15 minutes per response for the Program Information Sheet, and three hours per response for the IMLS Budget Form.
Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Institute of Museum and Library Services at 1800 M Street, NW, 9th Floor, Washington, DC 20036-5802, and to the Office of Management and Budget, Paperwork Reduction Project (3137-0029), Washington, DC 20503.
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:
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.
2. Program Information
What are Native Hawaiian Library Services grants?
Native Hawaiian Library Services grants are competitive grants available to support activities that enhance existing library services or implement new library services.
What is the deadline for applying for a Native Hawaiian Library Services Grant?
NOTE NEW EARLIER DEADLINE: The FY 2013 deadline for Native Hawaiian Library Services grants is April 1, 2013.
What is the period of time in which my Native Hawaiian organization can conduct activities funded by a FY12 Native Hawaiian Library Services grant?
Projects must begin on September 1, 2013, and end on August 30, 2014 .
How much money can my institution apply for?
The FY 2013 funding for this program has not yet been determined or appropriated.
You should apply for the funds necessary to successfully support your project. For historical reference, $552,000 was the total amount available for this program in FY 2012. As noted, the FY 2013 program is subject to the availability of funds and IMLS discretion. IMLS will award one or more grants under this program. We will review and negotiate budgets as necessary. If chosen to be funded, you may be granted an amount less than the amount you requested.
Do we have to provide funds from other sources in order to be eligible for a Native Hawaiian Library Services Grant?
Cost sharing is encouraged but not required in this program.Click here for further information on cost sharing.
What types of activities can be funded with a Native Hawaiian Library Services grant?
Native Hawaiian Library Services grants may enhance existing library services or implement new 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 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, and
(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?
You may apply for and receive one Native Hawaiian Library Services grant in a fiscal year.
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.
What requirements govern the use of IMLS funds in general?
You may only use IMLS funds for allowable costs as found in 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 Native Hawaiian Library Services 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 Native Hawaiian Library Services program guidelines and the appropriate cost principles in the CFR to determine the allowability of a proposed cost item in your budget proposal.
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.
Examples of allowable expenses for Native Hawaiian Library Services grants include
- project personnel (contract or in-house) whose staff time is necessary for the proper and efficient execution of the project;
- project consultants;
- purchase of equipment, materials, supplies, or services;
- project activities;
- integration of technology into operations or programs;
- project-related travel of key project staff and consultants;
- evaluation to show the extent to which the project has met its goals; and
- indirect or overhead costs (click here to learn more about indirect costs).
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 unallowable costs.
- general fundraising costs, such as development office expenditures or other staff time devoted to general fundraising;
- general advertising or public relations costs designed for promotional activities other than those related to the specific project;
- contributions to endowments;
- social activities, ceremonies, receptions, or entertainment, including food, gifts, and promotional items;
- construction or renovation of facilities;
- pre-award costs.
If you have questions about allowable costs, please call us for guidance.
Are partners required for Native Hawaiian Library Services grants?
Partners may strengthen a Native Hawaiian Library Services 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.
Native Hawaiian Library Services grants are available to nonprofit organizations that primarily serve and represent Native Hawaiians (as the term is defined in 20 U.S.C. § 7517). The term "Native Hawaiian" refers to an individual who is a citizen of the United States and a descendant of the aboriginal people who, before 1778, occupied and exercised sovereignty in the area that now comprises the State of Hawaii.
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
PLEASE REVIEW THESE GUIDELINES AND THE GRANTS.GOV REQUIREMENTS CAREFULLY. WE MAKE GRANTS ONLY TO ELIGIBLE APPLICANTS THAT SUBMIT COMPLETE APPLICATIONS, INCLUDING ATTACHMENTS, ON OR BEFORE THE DEADLINE.
For the FY 2013 Native Hawaiian Library Services grants, Grants.gov will accept applications through 11:59 p.m. Eastern Time on April 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 Native Hawaiian Library Services grants package in Grants.gov:
CFDA No: 45.311
Funding Opportunity Number: NAG-HAWAIIAN -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:
- What is the time frame for the project?
- What community needs will the project address?
- Who is the intended audience for the activities?
- What will be the specific project activities, results, and tangible products?
- What are the intended outcomes for audience members in terms of measurable changes in knowledge, skills, attitudes, or behavior?
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. 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: If you cannot apply for grants on your own behalf, then enter your organizational unit's name and address in these spaces. For example, if your library or archives is part of a university, then enter the name of the university under Legal Name and the library or archive 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: All applicants must provide the information requested.
3. Grant Program Information
Select "Native Hawaiian Library Services" 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: Enter the amount of non-federal funding you are providing. Please note that cost sharing is encouraged but not required for Enhancement Grants. 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
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 (850 KB)
How should my narrative document be formatted?
Limit the narrative to eight single-spaced, numbered pages. We will remove any pages above the eight-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?
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 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.
1. Introduction and Assessment of Need
- Briefly describe your community, including population profile, location, economy, educational levels, languages, culture, and other characteristics that you consider important.
- Describe the current role of the library in the community and the services it provides, (e.g., mission, goals, hours and days of operation, staffing, size and content of collection, number of registered patrons, circulation statistics, computer technology, Internet connectivity and access, public programs offered).
- Describe the purpose of the proposed Native Hawaiian Library Services Grant project as it relates to a specific need that you have identified. What specific audience(s) will the library serve with this project? (e.g., particular age groups, underserved community members, other types of target audience).
- What type of assessment was conducted to identify this need as a priority for the library? Describe the results of the assessment, including baseline data that can be used to compare with final results to determine the project's success. Why do you consider your approach to be the best solution to meet the needs of the targeted audience?
Evaluation Criteria: Reviewers will look for evidence that the applicant has conducted a formal or informal assessment of community needs and library capacity and carefully considered the appropriate role for the library in addressing the need it has identified for the project. They will look for baseline data that can be used to determine project results.
2. Project Goals and Expected Results
- Describe the goals that will be established to guide your project to completion. (Goals are statements of broad results that guide the organization's design of programs, choice of projects, and management decisions.)
- What results do you want to see at the end of the project period? In other words, what new knowledge, skills, attitudes, or behaviors do you expect to see in your audience? How will it specifically benefit the individuals or groups that you have served?
Evaluation Criteria: Reviewers will look for efficient, effective, and reasonable goals that will achieve clearly envisioned project results and improve the audience's knowledge, skills, attitudes, or behaviors in particular ways. They will look for indications that the project is realistic and achievable.
3. Project Design and Required Resources
- For each project goal, describe in narrative form the specific resources you will need to achieve success (including permanent staff expertise and time commitment, temporary staff, consultants, materials, equipment, training, technology, partners, etc.). Also describe in the narrative how you will carry out the activities and services that you have planned in order to ensure your project's success. Include a timeline of activities for each goal.
- If your project includes digital products, the Specifications for Projects That Develop Digital Products form is a required document. Projects developing digital products may include the conversion of non-digital material to digital format, the repurposing of existing digital content, and/or the creation of new digital content.
Evaluation Criteria: Reviewers will look for indications that the design, methods, and timeline match the scope of the project; that project goals can be met successfully; and that project personnel have relevant expertise and can commit adequate time to carry out the project activities and achieve project goals. Reviewers will look for evidence that partners are contributing to and benefiting from the project, if appropriate. Reviewers will determine whether appropriate digitization plans are in place, if applicable.
4. Evaluation Methods, Dissemination, and Sustainability
- Who is the target audience for this project? What improvements (e.g., knowledge, skills, behaviors) are you expecting of this group through this project?
- What source of data will you collect to assess these improvements (e.g., surveys, interviews, administrative data, focus groups)? How will the evaluation be designed to collect and analyze the data (e.g., baseline data with post-project data, cross-group comparisons)? What types of statistical and/or qualitative methods will be used for data analysis? During the project, what interim benchmarks will be established to ensure that the project stays on track?
- Describe how this evaluation will be used internally in your organization to improve the program. This should include ways to keep funding accountable to IMLS as well as efforts by staff to improve administrative performance during and after the life of the project.
- Describe how results and lessons learned will be shared with others outside of your organization. This should include specific segments targeted for dissemination; it also should discuss the proposed methods for sharing (e.g., website materials, presentations at professional meetings, community outreach, publications).
- Describe your plan to sustain project activities and results beyond the period of funding through IMLS. Do you to intend to continue to keep this project at the same level of operation, decrease or increase in scale or scope? What specific, viable alternative funding sources are you considering? What plans, if any, are in place for tracking progress of the target audience after the project ends?
Evaluation Criteria: Reviewers will look for indications that reliable information that demonstrates the extent of the project’s success will be collected. Reviewers will look for evidence that evaluation will take place on a continuing basis to allow for adjustments and improvements in the project design. They will want information that shows how project results will be broadly disseminated. Reviewers will look for evidence that there is a solid plan for continued support after the end of the grant period.
Conditionally Required Documents
Please consult the table below to determine if any additional documents are required. If any of the conditions in the left column apply to your project, then the documents described in the right column are required. If you do not provide them, your application will be considered incomplete and will be rejected from further consideration.
If your project involves …
Then you must include …
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
- a copy of the IRS letter indicating the organization's nonprofit status or an official document identifying the organization as a unit of state or local government or other tax-exempt multipurpose organization.
A federally negotiated indirect cost rate
A current copy of your Federally Negotiated Indirect Cost Rate Agreement
Digital products that result from converting non-digital material to digital format, repurposing existing digital content, and/or creating new digital content
Specifications for Projects that Develop Digital Products Form
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:
- Needs assessments (i.e. formal or informal documentation used to justify, evaluate, and plan projects)
- Letters of commitment from consultants, partners, or other groups that will work closely with you on this project
- Letters of support from subject-matter experts who are familiar with your proposed project
- Long-range plan
- Reports from planning activities
- 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 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
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 of IMLS 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 August 2013. Funded projects may not begin earlier than September 1, 2013.
Acknowledgement, Copyright, and Work Products
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.