Grant Applicants - Program Guidelines

Connecting to Collections Statewide Implementation Grants – FY12 Guidelines
Application Deadline: February 1, 2012
(Projects must begin October 1, November 1, or December 1, 2012.)

Date Posted: November 15, 2011
Catalog of Federal Domestic Assistance (CFDA) Number: 45.312

IMLS Information

Guideline Contents

  1. Program Information

  2. Eligibility*

  3. Registration Requirements

  4. Preparing and Submitting an Application

  5. After You Apply

* Modified (11/22/2011) to clarify the types of organizations eligible to apply.

Questions? See the Connecting to Collections Statewide Implementation Grants program 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 Connecting to Collections Statewide Implementation Grants grants. We also invite you to participate in one of two pre-application Web conferences to learn more about the program, ask questions, and listen to the questions and comments of other participants. See the Connecting to Collections Statewide Implementation Grants program Web page for date/time information.

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: August 31, 2013.
Forms: OMB No. 3137-0071; Expiration Date: August 31, 2013.

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, 3 hours per response for the Detailed Budget and Summary Budget, and 10 minutes per response for the Partnership Statement.

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. Program Information

What are Connecting to Collections Statewide Implementation Grants grants?

The Connecting to Collections Statewide Implementation Grants fund projects that implement the plans or models created through IMLS Connecting to Collections Statewide Planning Grants. These projects will be designed to address priorities identified in the Heritage Health Index:

  • To provide safe conditions for collections
  • To develop an emergency plan
  • To assign responsibility for collections care
  • To work collaboratively to increase public and private support for, and raise public awareness about, collections care

These grants are designed to encourage people and institutions in each state to collaborate in specifically addressing the most pressing needs of its collections-holding institutions (e.g. museums, libraries, archives). Applicants should describe what has already been accomplished; name the institutions, organizations, and people to be involved in the implementation process; and outline their plan’s specific steps to improve collections care.

What is the deadline for applying for a Connecting to Collections Statewide Implementation Grant?

The FY2012 deadline for Connecting to Collections Statewide Implementation Grant is February 1, 2012.

What is the period of time in which my organization can conduct activities funded by a FY12 Connecting to Collections Statewide Implementation Grant?

Projects must begin on October 1, November 1, or December 1, 2012. 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 a Connecting to Collections Statewide Implementation Grant may be carried out for up to two years.

How much money can my institution apply for?

Connecting to Collections Statewide Implementation Grant awards range up to $250,000.

Do we have to provide funds from other sources in order to be eligible for a Connecting to Collections Statewide Implementation Grant?

In order to receive a Connecting to Collections Statewide Implementation Grant, you are not required to provide any matching funding. However, we encourage applicants to provide at least one-third of the total project costs from non-federal sources. Click here for further information on cost sharing.

How many applications can we submit to this program?

A museum or library may apply for and receive one Connecting to Collections Statewide Implementation Grant.

Acknowledgement and Copyright/Work Products

Read more about Acknowledgement and Copyright/Work Products

What requirements govern the use of IMLS funds?

You may only use IMLS funds for allowable costs as found in IMLS and government-wide cost principle rules, including OMB Circulars and regulations.

Allowable and Unallowable Expenses

Examples of allowable expenses for Connecting to Collections Statewide Implementation Grants include:

  • project personnel (contract or in-house), whose time is necessary for the proper and efficient execution of the project;
  • project consultants;
  • travel/mileage;
  • staff and volunteer training;
  • databases;
  • supplies and postage;
  • workshops and convenings;
  • evaluation to show the extent to which the project has met its goals; and
  • indirect or overhead costs.

You must justify all proposed expenses in your application budget.

Examples of unallowable expenses for Connecting to Collections Statewide Implementation Grants include:

  • general museum or library fundraising costs, such as development office expenditures or other staff time devoted to general fundraising;
  • general advertising or public relations costs designed solely for promotional activities other than those related to the specific project;
  • contributions to endowments;
  • acquisition of collections;
  • social activities, ceremonies, receptions, or entertainment;
  • construction and renovation of museum or library facilities;
  • exhibit fabrication that includes creation of large-scale permanent structures for animals or objects that would involve contract labor of the construction trades;
  • inventorying or cataloguing collections;
  • collection conservation activities, including the purchase of storage equipment; the upgrade or installation of a security or fire suppression system; the installation or purchase of heating, ventilation, and air conditioning (HVAC) equipment; object treatment; or reconstruction or renovation of historic structures, sites and landscapes
  • pre-award costs.

(Note: Applicants with questions about the allowability or unallowability of specific activities should call IMLS staff for guidance.)

Partnerships and the Partnership Statement

Partnerships are required for Connecting to Collections Statewide Implementation Grant applications.An application may include one or more partners. The lead applicant in a partnership must be eligible to apply as an individual entity, and all members of a partnership should be active contributors to project activities. Read more about partnerships.

 

2. Eligibility

All applications are required to reflect multiple partnerships, including representatives of libraries, museums, archives, statewide service organizations, and state agencies. U.S. nonprofit libraries and museums that meet the criteria below are eligible. In addition, a library or museum consortium or association is eligible to apply. Any single organization need not have statewide stewardship; this statewide perspective can be achieved through partnerships. More than one application may be submitted from an individual State, but only one application per State will be funded. Individuals are not eligible to apply.

Library Eligibility

To be eligible as a library applicant for a Connecting to Collections Statewide Implementation Grant, you must:

  • be either a unit of State or local government or a private nonprofit organization that has tax-exempt status under the Internal Revenue Code;
  • be located in one of the 50 States of the United States of America, the District of Columbia, the Commonwealth of Puerto Rico, Guam, American Samoa, the Virgin Islands, the Commonwealth of the Northern Mariana Islands, the Republic of the Marshall Islands, the Federated States of Micronesia, or the Republic of Palau; and
  • be qualified as one of the following six types of organizations:
    • a library or a parent organization, such as a school district, a municipality, a State agency, or an academic institution, that is responsible for the administration of a library. Eligible libraries include public libraries, public elementary and secondary school libraries, college and university libraries, research libraries and archives that are not an integral part of an institution of higher education and that make publicly available library services and materials that are suitable for scholarly research and not otherwise available. Research libraries, under the supervision of at least one permanent professional staff librarian, must be either generally recognized as possessing unique scholarly research materials and services that are made available to the public, or able to demonstrate that such is the case when submitting an application to IMLS. Private or special libraries that have been deemed eligible to participate in this program by the State in which the library is located;
    • an academic or administrative unit, such as a graduate school of library and information science that is part of an institution of higher education through which it would make application,
    • a digital library, if it makes library materials publicly available and provides library services, including selection, organization, description, reference, and preservation, under the supervision of at least one permanent professional staff librarian,
    • a library agency that is an official agency of a State or other unit of government and is charged by the law governing it with the extension and development of public library services within its jurisdiction,
    • a library consortium that is a local, statewide, regional, interstate, or international cooperative association of library entities that provides for the systematic and effective coordination of the resources of eligible libraries, as defined above, and information centers that work to improve the services delivered to the clientele of these libraries, or
    • a library association that exists on a permanent basis, serves libraries or library professionals on a national, regional, State, or local level, and engages in activities designed to advance the well-being of libraries and the library profession.

Museum Eligibility

To be eligible as a museum applicant for a Connecting to Collections Statewide Implementation Grant, you must:

  • be either a unit of State or local government or a private nonprofit organization that has tax-exempt status under the Internal Revenue Code;
  • be located in one of the 50 States of the United States of America, the District of Columbia, the Commonwealth of Puerto Rico, Guam, American Samoa, the Virgin Islands, the Commonwealth of the Northern Mariana Islands, the Republic of the Marshall Islands, the Federated States of Micronesia, or the Republic of Palau; and
  • qualify as one of the following:
  1. a museum1 that, using a professional staff,2 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.3

  2. an organization or association that engages in activities designed to advance the well-being of museums and the museum profession.

  3. an institution of higher education, including public and nonprofit universities.

  4. a public or private nonprofit agency which is responsible for the operation of a museum may apply on behalf of the museum.

Please note that a museum located within a parent organization that is a State or local government or multipurpose not-for-profit entity, such as a municipality, university, historical society, foundation, or cultural center, may apply on its own behalf if the museum: (1) is able to independently fulfill all the eligibility requirements listed above; (2) functions as a discrete unit within the parent organization; (3) has its own fully segregated and itemized operating budget; and (4) 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.  A parent organization that controls multiple museums that are not autonomous but which are otherwise eligible may submit only one application per grant program; this single application may be submitted by the parent organization on behalf of one or more of the eligible museums.

IMLS may determine that a non-profit 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 these guidelines and the applicable law, including the Assurances and Certifications.  The applicant organization must submit an agreement from the museum that details the activities that the applicant and museum will perform and binds the museum to the statements and assurances made in the grant application.

1. Museums include, but are not limited to, aquariums, arboretums, art museums, botanical gardens, children/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.

2. An institution uses a professional staff if it employs at least one professional staff member, or the full-time equivalent, whether paid or unpaid, primarily engaged in the acquisition, care, or exhibition to the public of objects owned or used by the institution.

3. 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 that exhibits objects by appointment may meet the requirement to exhibit objects to the general public on a regular basis if it can establish, in light of the facts under all the relevant circumstances, that this method of exhibition does not unreasonably restrict the accessibility of the institution’s exhibits to the general public.

An institution that does not have as a primary purpose the exhibition of objects to the general public but that can demonstrate that it exhibits objects to the general public on a regular basis as a significant, separate, distinct, and continuing portion of its activities, and that it otherwise meets the museum eligibility requirements, may be determined to be eligible as a museum under these guidelines. For more information, please see 45 C.F.R. Chapter XI, Subchapter E (Institute of Museum and Library Services).

3. Registration Requirements

Getting a D-U-N-S® Number
Read more about Getting a D-U-N-S® Number.

CCR Registration
Read more about CCR Registration.

Grants.gov Registration
Read more about Grants.gov Registration and Tips for Using Grants.gov.

 

4. 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 FY12 Connecting to Collections Statewide Implementation Grants, Grants.gov will accept applications through 11:59 p.m. Eastern Time on February 1, 2012.

We strongly recommend that you REGISTER EARLY and COMPLETE AND SUBMIT THE APPLICATION EARLY.

Apply for Grants: www.grants.gov/applicants/apply_for_grants.jsp

Use one of the following identifiers to locate the Connecting to Collections Statewide Implementation Grants package in Grants.gov:
CFDA No: 45.312
Funding Opportunity Number: CtoC-FY12

Required Documents

What documents are required and how should they be completed, formatted, named, and sequenced?

Please see the Table of Application Components below. Links to more information and instructions for completing forms are provided in the table. Applications missing any Required Documents or applicable Conditionally Required Documents from this list will be considered incomplete and will be rejected from further consideration.

You should also use this table to determine the format of each document, the name it must be given, and the sequence in which the documents should be attached.

We will not accept file formats other than PDF and we will not convert files for you. For assistance in converting documents to PDF, visit www.grants.gov/help/download_software.jsp#pdf_conversion_programs. Also, please do not send secured PDFs because we cannot process these files.


Please note that, aside from the first two documents listed, all documents must be submitted as PDF documents, regardless of how they were created. Documents listed as IMLS forms are available in both Microsoft® Word document and fill-in PDF formats, and are located on the IMLS Web site. If you do not have Adobe® Pro, we suggest using the Word document to complete the forms. Remember, the Word version must later be converted to and submitted as a PDF.

Be sure to note the maximum page limits for certain components.  We will remove any pages above the limit, and we will not send them to reviewers as part of your application.

Append all the documents to the attachments form in the sequence used in the Table of Application Components. Use all the available spaces in the "Mandatory Documents for Submission" box first. If there are more attachments than will fit there, use the "Optional Documents for Submission" box for the remaining ones, following the same naming convention and submitting them one at a time.

You may use this table as a checklist to ensure that you have created and attached all the documents that may be necessary for a complete application. We suggest assembling and uploading your documents in this sequence to assist you in confirming the inclusion of all required materials.

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
Abstract (to be uploaded through Grants.gov) (one page, max.) Text document that you create n/a
Program Information Sheet IMLS PDF form Programinfo.pdf
Organizational Profile (one page, max.) PDF document Organizationalprofile.pdf
Narrative (seven pages, max.) PDF document Narrative.pdf
Schedule of Completion (one page per year, max.) PDF document Scheduleofcompletion.pdf
Detailed Budget Form (by year, as appropriate) IMLS PDF form Detailedbudgetyear1.pdf
Detailedbudgetyear2.pdf
Detailedbudgetyear3.pdf
Summary Budget Form IMLS PDF form Summarybudget.pdf
Budget Justification (two pages, max.) 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
Conditionally Required Documents
Proof of Nonprofit Status (if applicable) PDF document Proofnonprofit.pdf
Federally Negotiated Indirect Cost Rate Agreement (if applicable) PDF document Indirectcostrate.pdf
Partnership Statement Form(s) (if applicable) IMLS PDF form Partners.pdf
Specifications for Projects that Develop Digital Products Form (if applicable) IMLS PDF form Specificationsdigital.pdf
Supporting Documents
Information that supplements the narrative and supports the project description provided in the application PDF document Supportingdoc1.pdf
Supportingdoc2.pdf
Supportingdoc3.pdf
etc.

 Abstract

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 who are the formal partners?
  • What do you plan to accomplish and why?
  • Who is the intended audience for the activities?
  • What is the time frame for the project?
  • What will be the specific project activities, outcomes, results, and/or tangible products?
  • How will this project provide public benefit?

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 the legal name of the applicant.

b. and c. Organizational Unit and Address:
If the eligible entity cannot apply for grants on its own behalf, then enter the name and address of the entity in these spaces. For example, if a museum or library that is applying is part of a parent organization, such as a university, then the university would be the legal applicant, and the museum would be entered as the organizational unit. Be sure to include the four-digit extension on the ZIP code.

d. Web Address: If an organizational unit is listed, enter its Web address here. If not, enter the Web site of the entity listed under Legal Name in Section 1a above.

e. Type of Institution: Select the one that most accurately describes your organization.

2. Grant Program or Grant Program Category
Select c.

3. Request Information

a. IMLS Funds Requested: Enter the amount in dollars sought from IMLS.

b. If you are providing non-federal matching funds in support of this project, enter the amount here. Although matching is not required, we encourage applicants to provide at least one-third of the total project costs from non-federal sources. Read more about cost share.

4. Museum Profile (Museum applicants only)
Museum applicants must answer all questions (a - g) in this section.

If you indicate a budget surplus or deficit for one or both of the two previous fiscal years on the Program Information Sheet, you should provide an explanation in the application narrative, Section 4: Project Resources. This explanation is intended to assist reviewers in evaluating the financial capacity of your institution to complete the project activities.


5. Project Partners

In the space provided, list all organizations that are partners for the project. Note: Each partner listed in this section is required to complete and submit a Partnership Statement form to the lead applicant for submission with the application.

6–8.
Applicants for Connecting to Collections Statewide Implementation Grants should skip these sections.

Download Program Information Sheet:

Adobe® PDF (318 KB)

Microsoft® Word Document (118 KB)

Narrative

Write a narrative that addresses the four (4) components listed and explained below. Limit the narrative to seven (7) single-spaced, numbered pages. We will remove any pages above the seven-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. Use Supporting Documents to provide supplementary material.

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 four narrative sections as you write. Address the four sections of the narrative separately and in the same order in which they are listed below.

Please be advised that reviewers may also choose to visit your organization’s Web site, as listed on the SF-424S form provided with this application.

1. Statement of Need

Provide a justification for the proposed project as it relates to bringing multiple collections-holding organizations together to address conservation needs in a collaborative manner. Include information such as the following:

  • An analysis of previous statewide planning efforts, including Connecting to Collections Statewide Planning Grants, and the results of those efforts.
  • A summary of the broad conservation needs within your state, commonwealth, or territory, and an explanation of how these needs were determined
  • Identification of the specific conservation need(s) to be addressed by the project and justification for the choice(s)

Review Criteria:

  • Evidence of thorough understanding of planning work done to date, including shortcomings, gaps in information, successes, and new knowledge
  • Evidence that the project builds on previous planning efforts and will help the collecting institutions take steps that address one or more of the recommendations of the Heritage Health Index
  • Evidence of appropriate balance and coverage in the representation of collecting-institution types

2. Impact

Describe the benefits of this project for the collections, the collections-holding organizations, and the communities served. Address issues such as the following:

  • How direct collections care, organizational capacity for collections care, and/or public awareness of the importance of collection care will be improved
  • The value of intended formal products, such as written reports, Web sites, publications, public programs, outreach, and education, that will result from the project
  • How project activities and results will be shared with various audiences or users
  • How specific audiences or users will benefit from the project
  • How the project results, findings, or products will be assessed

Review Criteria:

  • Evidence that the long-term capacity of collections-holding institutions in the state, commonwealth, or territory to care for their collections will be improved by the successful completion of this project
  • Evidence that the improvements in collections care, initiatives, collaborations, and communication systems developed during the project will be sustainable
  • Evidence that the project activities and results will be shared appropriately with communities and stakeholders
  • Evidence that project assessment will provide reliable information on which to judge impact or base actions

Resources for Evaluating a Project’s Impact
Click here for helpful information about project evaluation.

 

3. Project Design

Describe the proposed project’s design. Include information such as the following:

  • The project’s scope, goals, and objectives as they relate to individual partners and the state, commonwealth, or territory
  • A description of the partnership proposed for this project, how it originated and evolved, how it will function during the project, and how it will be sustained after the grant work is completed
  • How the project will be managed and how its purpose and progress will be shared among project partners and with intended audience(s)
  • How intended formal products, such as written reports, Web sites, publications, public programs, outreach, and education that will result from this project, will be created and shared
  • Rationale for including elements or practices that may appear to deviate from the results of the planning work
  • For projects with training components: A description of the proposed curriculum, including training materials, training methods, audience served, and intended learning outcomes for the trainees

Review Criteria:

  • Evidence that the project will meet IMLS Connecting to Collections Statewide Implementation Grant program goals
  • Evidence that the project reflects strong collaboration involving appropriate representatives of libraries, museums, archives, and statewide organizations
  • Evidence that the project will employ efficient, effective, and reasonable methodologies to accomplish clear goals and objectives
  • Evidence that the project could serve as a model for collaborative collections stewardship activities in other states, commonwealths, or territories

Review Criteria for Training Projects:

  • Evidence of the instructors’ abilities to train museum/library/archives staff and/or volunteers in conservation and collections care
  • Evidence that the proposed training will increase skills and knowledge of conservation and collections care among trainees

4. Project Resources: Personnel, Time, Budget

Describe the resources, including those funded by the grant and those funded by the organization’s cost share (if applicable), required to implement and complete the project. Include information such as the following:

  • Identification of key project staff, their duties, and their qualifications for successfully completing their project tasks
  • The amount of time that key project staff will devote to the project and how they will balance project responsibilities with other ongoing duties
  • Identification of consultants and service providers involved in project activities, the process for selecting them, and how they will work with project staff
  • Qualifications of personnel assigned to manage project finances
  • A timeline for specific activities, showing how the results of one stage of the project carry over into the next one
  • The facilities, equipment, and supplies necessary to support the project
  • The plan for sustaining the results of the project activities through partnerships, collaboration, and commitment of resources and any anticipated long-term benefits or impacts beyond the grant period
  • Source(s) of matching funds and/or in-kind contributions
  • Source(s) and use of revenues that will be derived from the project, if applicable

If a budget surplus or deficit for one or both of the two previous fiscal years is shown on the Program Information Sheet, provide an explanation as part of this section of the narrative.


Review Criteria:

  • Evidence that the applicant will complete the project activities in the time allocated through the effective deployment and management of resources, including personnel, money, facilities, equipment, and supplies
  • Evidence that the project personnel demonstrate appropriate experience and expertise and will commit adequate time to accomplish project activities
  • Evidence of sound financial management coupled with an appropriate and cost-efficient budget
  • Evidence that the applicant has the ability to provide any proposed cost share

For this section of the application, reviewers will consider information provided in the Narrative, Budget Forms, Budget Justification, and Resumes.

 

Conditionally Required Documents for Connecting to Collections Statewide Implementation Grants Grant Applications

Proof of Nonprofit Status
If your organization is a private, nonprofit organization, you must submit a copy of the IRS letter indicating your eligibility for nonprofit status under the applicable provisions 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 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 partner who will receive grant funds or who will contribute substantive funds to the completion of project activities

An IMLS Partnership Statement form for each partner entity

A digital product (for example, a database of digital images, new software program)

Specifications for Projects that Develop Digital Products Form


Supporting Documents

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:

  • A list of print or electronic publications produced, Web addresses, and other relevant information resulting from Connecting to Collections Statewide Planning work
  • Photographs
  • Bibliography of references relevant to your proposed project design or evaluation strategy
  • Vendor quotes
  • Equipment specifications
  • 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
  • Products or evaluations from previously completed or ongoing projects of a similar nature
  • Web links to relevant online materials
  • A one-page summary that addresses the theme, content, size, format, etc. of a significant public educational or outreach component of your project

 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).
 

5. After You Apply

What is the application review process?
We use a two-tiered peer review process that includes individual field review and/or panel review to evaluate all eligible and complete applications. Reviewers and panelists 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.

How can I serve as a reviewer?
All competitive awards are reviewed by museum professionals who know the needs of communities, can share best practices, and are well versed in the issues and concerns of museums today.

If you are interested in serving as a reviewer, you may submit your information through our online reviewer application at www.imls.gov/reviewers/become.aspx. Please remember to attach your resume. Your information will be considered, and if accepted, your name will be entered into our reviewer database. You will be contacted prior to the next deadline regarding your availability to serve as a reviewer.

There are many benefits to reviewing applications, including enhancing your professional knowledge and serving the museum and library communities. If you are selected to serve, you will be helping IMLS and strengthening our grant review process.

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 mid-September, 2012. Funded projects may not begin earlier than October 1, 2012.