fy25-ols-nh-NOFO.pdf

FY 2025 Notice of Funding Opportunity Applications Due April 1, 2025

Native Hawaiian Library Services Grants

Funding Opportunity Number: NAG-HAWAIIAN-FY25 Assistance Listing Number: 45.311

OMB Control No.: 3137-0102 Expiration date: 1/31/2027

Table of Contents Native Hawaiian Library Services Grants Table of Contents Before You Begin Review the Opportunity

1. Basic Information

2. Eligibility

3. Program Description

Prepare and Submit Your Application

4. Application Contents and Format

5. Submission Requirements and Deadlines

Learn About Application Review

6. Application Review Information

7. Award Notices

Find Post-Award Information

8. Post-Award Requirements and Administration

Other Information

9. Other Important Information

Before You Begin Months to weeks before the deadline, you should:

Prepare and confirm your required registrations.

Register in SAM.gov (registration can take several weeks). Your organization must have an active SAM.gov account and a Unique Entity Identifier (UEI) before you apply.

Register in Grants.gov (registration can take several days). You must have an active Grants.gov registration. You’ll need an active SAM.gov account and a Login.gov account to register and access Grants.gov.

See Registration Requirements and Guidance for Required Registrations.

Coordinate internally.

Your organization may require internal coordination between departments (e.g., library, human resources, finance, accounting, grants compliance, etc.). Consider this coordination early on, to ensure an on-time application proposal, thoughtful project design, and to ensure successful post-award administration and compliance.

After you’ve prepared your registrations and coordinated internally with your organization, be sure to:

Submit your application in Grants.gov by the deadline:

Applications are due by 11:59 p.m. U.S. Eastern Time on April 1, 2025.

Bookmark these resources for important information:

eCFR: 2 CFR Part 200 -- Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards General Terms and Conditions for IMLS Discretionary Awards

Native Hawaiian Library Services Grants Program page (IMLS.gov)

This NOFO has internal links to help you quickly find what you need.

In Adobe Reader, you can go back to where you were by pressing Alt + Left Arrow (Windows) or Command + Left Arrow (Mac) on your keyboard.

https://sam.gov/content/entity-registration https://www.grants.gov/applicants/applicant-registration https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200 https://imls.gov/grants/manage-your-grant/grant-administration https://imls.gov/grants/available/native-hawaiian-library-services

Jump to a step

Learn About Review Post-Award Prepare and Submit Other Information Review Opportunity

Review the Opportunity

In this step:

1. Basic Information

Opportunity Overview Award Overview Executive Summary Agency Contact Information

2. Eligibility

Eligible Applicants Cost Share Requirements Other Eligibility Information

3. Program Description

Agency Mission, Goals, and Objectives NH Program Goal and Objectives Performance Measures Funding Restrictions Authorizing Statute and Regulations Equal Opportunity

Opportunity Overview 5

Review Opportunity Prepare & Submit Learn About Review Post-Award Other Information

1. Basic Information

Opportunity Overview

Federal Awarding Agency Institute of Museum and Library Services

Funding Opportunity Title Native Hawaiian Library Services Grants

Announcement Type Modification of FY24 Notice of Funding Opportunity

Funding Opportunity Number NAG-HAWAIIAN-FY25

Assistance Listing Number 45.311

Type of assistance instrument Grant

Application Deadlines Submit through Grants.gov by 11:59 p.m. U.S. Eastern Time on April 1, 2025.

Award Overview 6

Award Overview

Key Dates

Anticipated date of notification of award decisions

August 2025 (subject to the availability of funds and IMLS discretion)

Anticipated start dates for new awards

Projects must begin on September 1, 2025.

Anticipated period of performance

September 1, 2025 – August 31, 2027. Project activities may be carried out for one to two years.

Funding Details

Total amount of funding IMLS expects to award through this announcement

$750,000

Anticipated number of awards 5

Expected amount of individual awards $50,000 - $150,000

Average amount of funding per award experienced in previous years

$150,000

The funding in the above Award Overview is subject to the availability of funds and IMLS discretion. We are not bound by any estimates in this announcement.

Contingent upon the availability of funds, the quality of applications, and IMLS discretion, we may make additional awards from the pool of unfunded applications from this competition.

Executive Summary 7

Executive Summary The Native Hawaiian Library Services (‘NH’) program is designed to assist Native Hawaiian serving organizations in sustaining and improving library services with their communities. As information needs change, Native Hawaiian organizations must be able to serve as knowledge and resource centers to benefit their users and the wellness of their communities. The NH program supports organizations across the islands and country to address their individual information needs and priorities.

Projects may involve, but are not limited to, activities such as:

• educational programming for all ages;

• oral history collection and documentation;

• digital media and technology enhancements;

• institutional planning and policy development;

• professional training, internships, and mentorships;

• supporting and engaging with cultural practitioners and scholars;

• research and development of language and cultural material and tools;

• digitization and digital preservation; and

• furnishing of library spaces for staff and public within existing constructed spaces (please note that IMLS funds are not allowed for construction).

Agency Contact Information IMLS staff are available by phone and email to answer programmatic and administrative questions relating to this grant program. We also host and record on-demand webinars to introduce potential applicants to funding opportunities. For more information, see our list of webinars and instructions for accessing them.

https://www.imls.gov/grants/available/native-hawaiian-library-services https://www.imls.gov/webinars https://www.imls.gov/webinars

Eligible Applicants 8

2. Eligibility

Eligible Applicants To be eligible for an award under the Native Hawaiian Library Services Notice of Funding Opportunity, your organization must be a nonprofit organization that primarily serves and represents Native Hawaiians, as the term “Native Hawaiians” is defined in 20 U.S.C. § 7517(2), and that offers library services to the community. Such services may include, but are not limited to providing free access to:

• Books, print and electronic media;

• research databases;

• job, employment, and career resources;

• reference desk services;

• space for reading, studying, and meeting; and

• free events and activities such as programs, classes, and cultural events for all ages.

When you apply, you must provide documentation showing that your organization meets this statutory eligibility criteria. See Proof of Eligibility for more information about documentation required of nonprofit organizations that primarily serve and represent Native Hawaiians.

Cost Share Requirements Cost share is allowed but not required for the NH program. The amount of cost share, if included in an application, is not part of the review process.

Calculate any cost share you include in your project budget carefully - you’ll be required to meet cost share commitments if you choose to include them.

https://uscode.house.gov/view.xhtml?req=(title:20%20section:7517%20edition:prelim) https://uscode.house.gov/view.xhtml?req=(title:20%20section:7517%20edition:prelim)

Other Eligibility Information 9

Other Eligibility Information Application Limits

Applications for renewal of your currently active IMLS award(s) are not eligible to compete with applications for new awards.

Your organization may submit only one application under this announcement.

If eligible, you may submit multiple applications for support of separate and distinct projects through other IMLS grant programs.

Partnerships and Collaborations Applications involving partnerships or collaborations are welcome so long as the eligible nonprofit organization is the lead applicant.

If your eligible nonprofit collaborates with a partner, it must meet all eligibility requirements, serve as the lead applicant, and administer the award on behalf of the other(s).

If we fund the project, the eligible nonprofit will be programmatically, fiscally, and legally responsible for the award.

Ineligible Applicants We will not review or make awards to ineligible applicants. We will notify each applicant who is determined to be ineligible.

To receive an IMLS award, your organization must be eligible and in compliance with applicable IMLS, administrative, and national policy requirements.

Application Completeness and Deadlines You must submit all application components by the deadline indicated in the Opportunity Overview. We won’t consider late applications for funding under this notice.

The total funding request on the IMLS Budget Form must be between $50,000 - $150,000.

Your application must be complete, and your project and budget must adhere to the program’s funding restrictions and application instructions.

Agency Mission, Goals, and Objectives 10

3. Program Description

Agency Mission, Goals, and Objectives The Institute of Museum and Library Services (IMLS)’s mission is to advance, support, and empower America’s museums, libraries, and related organizations through grantmaking, research, and policy development. Three agency-level goals, with two objectives each, guide our grantmaking.

Agency-Level Goal 1 Champion Lifelong Learning

Objective 1.1 Advance shared knowledge and learning opportunities for all.

Objective 1.2 Support the training and professional development of the museum and library workforce.

Agency-Level Goal 2 Strengthen Community Engagement

Objective 2.1 Promote inclusive engagement across diverse audiences.

Objective 2.2 Support community collaboration and foster civic discourse.

Agency-Level Goal 3 Advance Collections Stewardship and Access

Objective 3.1 Support collections care and management.

Objective 3.2 Promote access to museum and library collections.

The Native Hawaiian Library Services Grants Program (“NH”) supports the achievement of these agency-level goals and facilitates the delivery of significant results consistent with its Federal authorizing legislation (20 U.S.C. § 9101 et seq.; in particular, § 9161 (Services for Native Americans)). Each award that we make through the NH Program will align with one https://uscode.house.gov/view.xhtml?req=(title:20%20section:9101%20edition:prelim) https://uscode.house.gov/view.xhtml?req=(title:20%20section:9161%20edition:prelim) https://uscode.house.gov/view.xhtml?req=(title:20%20section:9161%20edition:prelim)

NH Program Goal and Objectives 11 agency-level goal and one associated objective and will contribute meaningfully to the achievement of both program and agency-level goals.

Search awards made through the NH program by year, award, number, location and keyword.

NH Program Goal and Objectives Reflecting our agency-level goals, the NH Program has one program goal and four objectives.

Choose the objective that aligns best with your proposed project.

NH Program Goal Develop, enhance, or disseminate practices, programs, models, tools, or staff training to strengthen library and archival services with Kānaka Maoli.

Objective 1 Serve the learning needs and interests of the community.

Examples include, but aren’t limited to:

• Kānaka Maoli language and culture education

• informal STEM or other types of participatory learning;

• early learning;

• digital, information, health, financial, media, civic, and other types of literacies; and

• educational programs, such as classes, events, teaching tools, and/or resources.

Objective 2 Improve Kānaka Maoli well-being.

Examples include, but aren’t limited to:

• workforce and economic development;

• community and civic dialogue;

• social, public health, and civic services;

• digital services

• efforts that increase equity and access; and

• developing strategic partnerships within, across, and outside of Native Hawaiian communities.

https://imls.gov/grants/awarded-grants?field_states=All&field_city=&field_institution=&field_program_categories_text=Native+Hawaiian+Library+Services&fulltext_search= https://imls.gov/grants/awarded-grants?field_states=All&field_city=&field_institution=&field_program_categories_text=Native+Hawaiian+Library+Services&fulltext_search=

NH Program Goal and Objectives 12

NH Program Goal Develop, enhance, or disseminate practices, programs, models, tools, or staff training to strengthen library and archival services with Kānaka Maoli.

Objective 3 Provide access to and preservation of information and collections.

Examples include, but aren’t limited to:

• enhancing information infrastructures;

• digital inclusion and digital equity;

• privacy and security;

• digital preservation strategies;

• community memory;

• web archiving;

• collections stewardship; and

• language and cultural preservation and perpetuation.

Objective 4

Provide services to affected communities in the event of an emergency or disaster.

Examples include, but aren’t limited to:

• emergency and disaster mitigation and management plans;

• studying or addressing impacts of emergencies and disasters; and

• addressing climate resilience and adaptation.

Performance Measures 13

Performance Measures We use three performance measures as a basis for understanding and evaluating how well the NH program is meeting its goal and how awardees are managing individual projects. We ask applicants to define and determine how they will measure the following aspects:

Effectiveness: The extent to which proposed project activities contribute to achieving the NH program goal and objective you selected

Quality: How well the project activities meet the requirements and expectations of the primary audience

Timeliness: The extent to which each task/activity is completed within the timeframe proposed

As part of your application, you will need to provide a Performance Measurement Plan that describes how you will use these three measures to evaluate your performance in carrying out your project and meeting the NH program goal and the objective you selected.

In your final performance report, we’ll ask you to rate (on a scale of 1 to 5) how well you believe you completed the project in terms of effectiveness, quality, and timeliness.

Funding Restrictions

Allowable and Unallowable Costs You may use IMLS funds and cost share only for allowable costs as found in IMLS and OMB government-wide cost-principle rules.

Please consult 2 C.F.R. part 200 and 2 C.F.R. part 3187 (in particular, 2 C.F.R. § 3187.15(b)) for additional guidance on allowable costs.

The following lists include some examples of generally allowable and unallowable costs.

Learn more about creating a Performance Measurement Plan.

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200 https://www.ecfr.gov/current/title-2/subtitle-B/chapter-XXXI/part-3187 https://www.ecfr.gov/current/title-2/part-3187/section-3187.15#p-3187.15(b)

Funding Restrictions 14

Allowable Costs personnel salaries, wages, and fringe benefits, including annual cost of living increases travel expenses for key project staff and consultants materials, supplies, software, and equipment related directly to project activities adaptive and/or assistive technologies and other resources and services to improve accessibility for persons with disabilities participant support costs, including temporary dependent care, if documented in written policies third-party costs design and publication costs program evaluation staff and volunteer training paid internships/fellowships stipends or honoraria for project advisors and active participants pre-award costs, at the discretion of and with prior written approval from the agency.

Unallowable Costs general fundraising costs, such as development office staff or other staff time devoted to general fundraising contributions to endowments general operating support costs general advertising or public relations costs designed solely for promotional activities other than those related to the specific project construction or renovation of facilities (generally, any activity involving the construction trades is not an allowable cost) social activities, receptions, or entertainment.

You must explain all proposed expenses in your Budget Justification.

If you have questions about whether specific activities are allowable, contact us for guidance.

Funding Restrictions 15

Costs for Third Parties When a project requires the payment of Federal funds to third parties (such as partners, consultants, collaborators, vendors, and/or service providers), it is your responsibility to determine whether you should characterize a third party as a subrecipient or a contractor and include that determination in your agreement with them.

IMLS grant funds may not be provided to any Federal agency serving as a third party.

Indirect Costs You can choose to:

use a rate not to exceed your current indirect cost rate already negotiated with a Federal agency;

use an indirect cost rate proposed to a Federal agency for negotiation, but not yet finalized, as long as it is finalized by the time of the award;

use a rate not to exceed 15 percent of the Modified Total Direct Costs (MTDC) if your organization does not have a Federally Negotiated Indirect Cost Rate Agreement (NICRA) and is not subject to other requirements; or not include any indirect costs.

Learn more:

2 C.F.R. § 200.1 for definitions of contract, contractor, subaward, and subrecipient;

2 C.F.R. § 200.331 (Subrecipient and contractor determinations).

See Indirect Costs in the Budget https://www.ecfr.gov/current/title-2/part-200/section-200.1#p-200.1(Contract) https://www.ecfr.gov/current/title-2/part-200/section-200.1#p-200.1(Contract) https://www.ecfr.gov/current/title-2/part-200/section-200.1#p-200.1(Contract) https://www.ecfr.gov/current/title-2/part-200/section-200.1#p-200.1(Contract) https://www.ecfr.gov/current/title-2/section-200.331 https://www.ecfr.gov/current/title-2/section-200.331

Authorizing Statute and Regulations 16

Authorizing Statute and Regulations Statute: 20 U.S.C. § 9101 et seq.; in particular, § 9161 (Services for Native Americans).

Regulations: 45 C.F.R. Chapter XI, 2 C.F.R. Chapter XXXI, and 2 C.F.R. Title 2

Award recipients must follow the IMLS regulations that are in effect at the time of the award*

You can find the Office of Management and Budget (OMB) Guidance for Federal Financial Assistance at 2 C.F.R. part 200.

*Please note: OMB has recently updated the Uniform Guidance (see Uniform Guidance Revisions). For IMLS awards made after October 1, 2024, the Uniform Guidance Revisions will apply.

With certain IMLS-specific additions, IMLS regulations at 2 C.F.R. part 3187 have formally adopted the Uniform Guidance Revisions when they became effective on October 1, 2024.

Equal Opportunity IMLS does not discriminate on the basis of race, color, national origin, sex, disability, or age.

For further information, email the Civil Rights Officer at CivilRights@imls.gov or write to the Civil Rights Officer, Institute of Museum and Library Services, 955 L’Enfant Plaza North, SW, Suite 4000, Washington, DC, 20024-2135.

https://uscode.house.gov/view.xhtml?path=/prelim@title20/chapter72&edition=prelim https://uscode.house.gov/view.xhtml?hl=false&edition=prelim&req=granuleid%3AUSC-prelim-title20-section9161&num=0&saved=%7CKHRpdGxlOjIwIHNlY3Rpb246OTEwMSBlZGl0aW9uOnByZWxpbSk%3D%7C%7C%7C0%7Cfalse%7Cprelim https://uscode.house.gov/view.xhtml?hl=false&edition=prelim&req=granuleid%3AUSC-prelim-title20-section9161&num=0&saved=%7CKHRpdGxlOjIwIHNlY3Rpb246OTEwMSBlZGl0aW9uOnByZWxpbSk%3D%7C%7C%7C0%7Cfalse%7Cprelim https://www.ecfr.gov/current/title-45/subtitle-B/chapter-XI https://www.ecfr.gov/current/title-2/subtitle-B/chapter-XXXI https://www.ecfr.gov/current/title-2 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200?toc=1 https://www.federalregister.gov/d/2024-07496 https://www.federalregister.gov/d/2024-07496 https://www.ecfr.gov/current/title-2/subtitle-B/chapter-XXXI/part-3187 mailto:CivilRights@imls.gov

Review Opportunity Prepare and Submit Learn About Review Post-Award Other Information

Prepare and Submit Your Application

4. Application Contents and Format

Get Ready to Apply Readiness Checklist Registration Requirements Guidance for Required Registrations

Prepare Your Application Application Components Format, Name, and Sequence of Application Components Instructions for Required Application Components Conditionally Required Documents Supporting Documents Application Checklist Disclosure of Information in Applications

5. Submission Requirements and Deadlines

Submission Instructions Programmatic, Administrative and Technical Support Contacts

IMLS

Federal Service Desk Grants.gov

Submission Dates and Times Emergency Extensions Intergovernmental Review

Get Ready to Apply 18

4. Application Contents and Format

Get Ready to Apply

Readiness Checklist Applying for an award takes time. Registering with SAM.gov can take several weeks. There are a few important things you’ll need to do before you can apply.

Be sure to…

□ Register in SAM.gov (or check your organization’s registration status and expiration date) as early as possible. Remember that a new SAM registration or troubleshooting issues can take several weeks.

To register, go to SAM.gov Entity Registration and click Get Started.

See the SAM.gov Entity Registration checklist for what you’ll need to register in SAM.

□ Get a Unique Entity Identifier (UEI) number. You’ll get your organization’s UEI when you register in SAM.gov. (This is not a DUNS number. See the DUNS to UEI transition information.)

□ Register in Grants.gov.

□ Carefully read through this NOFO to get a good understanding of how to craft your Narrative and what other documents we require.

□ Review the eligibility requirements and confirm that your organization is eligible.

1. Nonprofit organization that primarily serves and represents Native Hawaiians

2. Offers library and/or archival services to the community

□ Review the Funding Restrictions and keep them in mind as you develop your application and budget.

□ Review the post-award requirements to make sure you can meet them.

□ Find the application package. Go to Grants.gov and search for Funding Opportunity Number: NAG-HAWAIIAN-FY25 or Assistance Listing Number: 45.311.

□ Get familiar with Grants.gov Workspace.

□ Contact IMLS program staff to discuss your ideas, or if you have questions related to the application process.

https://sam.gov/content/entity-registration https://www.fsd.gov/sys_attachment.do?sys_id=82f480491b4dfd142fe5ed7ae54bcb0c https://sam.gov/ https://sam.gov/content/duns-uei https://www.grants.gov/applicants/applicant-registration https://www.grants.gov/search-grants https://www.grants.gov/applicants/workspace-overview https://imls.gov/grants/available/native-hawaiian-library-services-grants

Get Ready to Apply 19

Registration Requirements Before you apply, your organization must have these three Federal registrations already in place:

a Unique Entity Identifier (UEI) number;

a current and active System for Award Management (SAM) registration; and an active Grants.gov registration with an approved Authorized Organization Representative (AOR).

Check your materials and registrations now to ensure that they are accurate, current, and active.

We strongly recommend that you obtain a UEI number and complete registration with SAM and Grants.gov months to weeks before the application deadline.

Guidance for Required Registrations

Getting a Unique Entity Identifier The Unique Entity Identifier (UEI) number is a non-proprietary alphanumeric identifier assigned to all entities (public and private companies, individuals, institutions, or organizations) who register to do business with the Federal Government. The UEI is requested in, and assigned by, the System for Award Management (SAM). Awardees must inform any subrecipients that the awardee may not make a subaward unless the subrecipient has also obtained a UEI.

If your organization has an active SAM registration, you can find your assigned UEI in your SAM record. If you don’t yet have an active SAM registration, you will receive a UEI when you register in SAM.

Learn more about the UEI.

Registering with SAM The System for Award Management (SAM) is a Federal repository that centralizes information about grant applicants and awardees. It is always free to all users. You must register with SAM before registering with Grants.gov. Learn how to check an organization’s registration status in SAM.

https://www.gsa.gov/entityid https://www.fsd.gov/gsafsd_sp?id=gsafsd_kb_articles&sys_id=1c75d2011b10f8909ac5ddb6bc4bcbdc https://www.fsd.gov/gsafsd_sp?id=gsafsd_kb_articles&sys_id=1c75d2011b10f8909ac5ddb6bc4bcbdc

Get Ready to Apply 20

If you’re registering with SAM for the first time, you must begin by creating a SAM user account through Login.gov. Click here to learn how to create a secure Login.gov account.

Then proceed to the SAM registration process.

We recommend that you allow several weeks to complete the SAM registration.

You must always maintain an active SAM registration with current information while you have an active award or an application under consideration. We may not make an award to you until you have complied with all applicable UEI and SAM registration requirements. If you have not fully complied with the requirements by the time we’re ready to make a Federal award, we may make a Federal award to another applicant.

You must renew your organization’s registration in SAM at least every 12 months or whenever your organization’s information changes. An expired registration will prevent you from submitting applications via Grants.gov and receiving awards or payments. Award payments will be made to the bank account that is associated with your organization’s SAM registration.

Registering with Grants.gov Grants.gov is the centralized website for grant seekers to find and apply for Federal funding opportunities. Grants.gov is owned and operated by the Federal Government and is always free to all users.

You must register with Grants.gov prior to applying. The multistep registration process cannot be completed in a single day. You should make sure your institution’s SAM registration is current and active before registering with Grants.gov. If your organization is not already registered, allow several weeks before the application deadline to complete this one-time process. Do not wait until the day of the application deadline to register.

The Grants.gov user ID and password you obtain when you register are required to submit your application.

After your organization registers with Grants.gov and creates an Organizational Applicant Profile, the request for the organization’s Grants.gov roles and access is sent to the eBiz POC. The eBiz POC will then log into Grants.gov and assign the appropriate roles to individuals within the organization. This will include the Authorized Organization Representative (AOR) which will give permission to complete and submit applications on behalf of the organization.

https://www.login.gov/ https://www.login.gov/create-an-account/ https://sam.gov/content/entity-registration https://www.grants.gov/ https://www.grants.gov/applicants/applicant-registration

Get Ready to Apply 21

TIP: Know who your organization’s Authorized Organization Representative (AOR) is and coordinate their availability to approve your application submission in Grants.gov. Add additional AORs if you can.

Designating more than one AOR when you register in Grants.gov will help you avoid missing the deadline if a single AOR is unavailable when you are ready to submit the application.

It is also important to update the contact information and password in Grants.gov whenever an AOR changes. AOR changes can take over 24 hours to go into effect, so complete this well before the deadline.

Visit Grants.gov/Support, email support@grants.gov, or call Grants.gov Applicant Support at 1-800-518-4726 for technical assistance. Grants.gov Applicant Support is available 24 hours a day, seven days a week, except for Federal holidays.

Application Package You must apply electronically through Grants.gov Workspace or a Grants.gov system-to-system solution.

Use one of the following identifiers to locate the application package in Grants.gov:

• Funding Opportunity Number: NAG-HAWAIIAN-FY25

• Assistance Listing Number: 45.311

To request an audio recording of this announcement, call 202-653-4744. To request a paper copy of this announcement, call 202-653-4744 or email imls-librarygrants@imls.gov.

Persons who are deaf or hard of hearing (TTY Users) can contact IMLS at 202-207-7858 via 711 for TTY-Based Telecommunications Relay Service.

https://www.grants.gov/support.html mailto:support@grants.gov tel://1-800-518-4726/ https://www.grants.gov/web/grants/applicants/workspace-overview.html https://www.grants.gov/search-grants mailto:imls-librarygrants@imls.gov

Prepare Your Application 22

Prepare Your Application This section outlines the components, format, and content requirements to help you prepare a complete application.

You must apply by 11:59 p.m. U.S. Eastern Time on April 1, 2025. We make awards only to eligible applicants that submit applications through Grants.gov on or before this deadline.

If your application is missing any Required Documents from the list below, we will consider it to be incomplete, and may reject it from further consideration (see 2 C.F.R. § 3187.9.).

Application Components

Required Documents You must include all required components for your application to be complete.

Component File Requirements

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

Format: Grants.gov web form

IMLS Library – Discretionary Program Information Form

Format: Grants.gov web form

Organizational Profile

File Format: PDF

Page Recommendation: 1 page

File Name: Organizationalprofile.pdf

Narrative

File Format: PDF

Page Recommendation: 5 - 8 pages

File Name: Narrative.pdf

Schedule of Completion

File Format: PDF

Page Recommendation: 1 page per year

File Name: Scheduleofcompletion.pdf https://www.ecfr.gov/current/title-2/subtitle-B/chapter-XXXI/part-3187/subpart-B/subject-group-ECFR4860f8e7b5a3d23/section-3187.9

Prepare Your Application 23

Component File Requirements

Performance Measurement Plan

File Format: PDF

Page Recommendation: 1 – 2 pages

File Name: Perfmeasurement.pdf

IMLS Budget Form File Format: IMLS PDF form

File Name: Budget.pdf

Budget Justification File Format: PDF

File Name: Budgetjustification.pdf

Resumes of Key Project Staff and Consultants

File Format: PDF

Page Recommendation: 2 pages per person

File Name: Resumes.pdf

Proof of Eligibility File Format: PDF

File Name: Proofeligibility.pdf

Conditionally Required Documents You must include these components if they are applicable to your institution or your project.

Refer to Conditionally Required Documents to determine which, if any, you need to include in your application.

Component File Requirements

Final Federally Negotiated Indirect Cost Rate Agreement

File Format: PDF

File Name: Indirectcostrate.pdf

Digital Products Plan File Format: PDF

Page Length Recommendation: 2 pages

Prepare Your Application 24

Component File Requirements

File Name: Digitalproduct.pdf

Supporting Documents You may include additional documents to support your proposal.

Component File Requirements

Supporting Documents (Information that supplements the Narrative and supports your project description)

File Format: PDF

File Name(s):

Supportingdoc1.pdf Supportingdoc2.pdf Supportingdoc3.pdf

Format, Name, and Sequence of Application Components Document Format and File Size The SF-424S and the IMLS Library - Discretionary Program Information Form are online forms that you’ll complete in Grants.gov Workspace. You must submit all other application components as PDF documents.

Use standard formatting and fonts in your application components and limit individual file sizes to 200mb or less.

Page Recommendations Note the page recommendations listed in the table of Application Components.

Naming Convention

Use the naming conventions, also known as file names, for each of the documents indicated in the tables of Application Components.

Prepare Your Application 25

IMPORTANT: Attachment file names are limited to the following characters: A-Z, a-z, 0-9, underscore (_), hyphen (-), space, period (.). If attachment file names use any other characters, the application may be rejected by Grants.gov.

Attachment Order

In Grants.gov, attach all application components in the sequence listed in the table above.

Use all 15 fields in the “Attachments Form” first. If your application requires more than 15 attachments, select the “Other Attachments Form. Note that if you select the “Other Attachments Form,” you will be required to upload the 16th attachment in the “Mandatory Other Attachment” field first; any subsequent attachments should be uploaded under the “Optional Other Attachments.”

Instructions for Required Application Components

SF-424S Form The SF-424S Form, or the Application for Federal Domestic Assistance/Short Organizational Form, is part of the application package in Grants.gov.

SF-424S Item Instructions

Items 1 - 4 Grants.gov automatically populates items 1-4.

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Item 5. Applicant Information a Legal Name: Enter your organization’s legal name as it appears in your SAM registration. This is the organization with the authority to apply directly for funding in this program. If you have an organizational unit that will be carrying out the project, be sure to specify it as the organizational unit on the IMLS Library – Discretionary Program Information Form.

b Address: Enter the organization’s address as it appears in your SAM registration.

c Web Address: Enter the URL of your organization’s website.

d Type of Applicant: Select the code that best characterizes your organization from the menu in the first dropdown box.

Leave the other boxes blank.

e Employer/Taxpayer Identification Number (EIN/TIN): Enter the EIN or TIN assigned to your organization by the Internal Revenue Service.

f Organizational UEI: Enter your organization’s Unique Entity Identifier (UEI). If your organization’s SAM registration is active, you can find your assigned UEI in your SAM record.

If you cannot locate your UEI, contact the Federal Service Desk at www.fsd.gov or 1-866-606-8220.

g Congressional District: Enter your organization’s congressional district.

Use the following format: two-letter state abbreviation, followed by a hyphen, followed by a zero, followed by the two-digit district number. For example, if the organization is located in the 5th Congressional District of California, enter “CA-005.” For the 12th Congressional District of North Carolina, enter “NC-012.”

For states and territories with “At Large” Congressional Districts—that is, one representative or delegate represents the entire state or territory—use “001,” e.g., “VT-001.If your organization does not have a congressional district (e.g., it is located in a U.S. territory that does not have districts), enter “00-000.” To determine your organization’s district, visit the House of Representatives website and use the “Find Your Representative” tool.

https://www.fsd.gov/gsafsd_sp https://www.house.gov/

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Item 6. Project Information

a. Project Title: Enter a brief descriptive title for your project, using no more than 200 characters, including spaces.

IMLS may use this title for public information purposes.

b. Project Description: Enter a brief description (about 120 words) of your project. Tell us about the purpose of the project, the activities to be performed, the deliverables and expected outcomes, and the intended beneficiaries. Use clear language that can be understood by readers who might not be familiar with the discipline or subject area.

c. Proposed Project Start Date/End Date: Enter the start date of 09/01/2025. The project period must end on the last day of the month in which these activities are completed.

NOTE: We use Login.gov for user authentication in our electronic grants management system, eGMS Reach.

Login.gov helps protect user identity through stronger passwords and two-factor authentication.

Login.gov requires that the email addresses entered for the Project Director, Primary Contact/Grants Administrator, and Authorized Representatives in Items 7, 8, and 9 on the SF- 424S Form be unique to those individuals.

General email addresses or those used by several people in a single office are not acceptable.

Item 7. Project Director

The Project Director will have primary responsibility for carrying out your project’s activities. Enter the requested information for this individual here.

We require that the Project Director be a different person than the Authorized Representative.

https://login.gov/

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Item 8. Primary Contact/Grants Administrator

The Primary Contact/Grants Administrator has the core responsibility for administering the award. Enter the requested information for this individual here. If you have a staff member who assisted with writing the grant, temporarily adding them as a Grant Administrator might be useful during the review process. If the grant is awarded, then a personnel change request can be submitted for post-award grant administration.

Please still complete both items 8 and 9 if the Primary Contact/Grants Administrator is the same as the Authorized Representative.

In some organizations this individual may be the same as the Project Director. If this is the case, check the box and skip to Item 9.

Item 9. Authorized Representative

The Authorized Representative has the authority to legally bind your organization. Enter the requested information for this individual here. The Authorized Representative cannot be the same person as the Project Director.

By checking the “I Agree” box at the top of Item 9, this individual certifies the applicant’s compliance with the IMLS Assurances and Certifications and any other relevant Federal requirements.

Grants.gov automatically populates the “Signature of Authorized Representative” and “Date Signed” boxes upon submission of the application. This is the person whose name was listed as your organization’s authorized representative when you registered with Grants.gov.

Please note that this name might not be the same as the name and other information you entered in Item 9 above.

By submitting the electronic application, you acknowledge that your organization certifies compliance with relevant Federal requirements, including but not limited to the IMLS Assurances and Certifications, to the same extent as a signature does on a paper application.

https://www.imls.gov/grants/assurances-certifications https://www.imls.gov/grants/assurances-certifications https://www.imls.gov/grants/assurances-certifications https://www.imls.gov/grants/assurances-certifications

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IMLS Library – Discretionary Program Information Form (PIF) The IMLS Library – Discretionary Program Information Form is part of the application package in Grants.gov. Sections of this form are dynamic, so your answers to certain questions will determine what questions you see next.

PIF Section Instructions

Section 1. Grant Program

Select Native Hawaiian Library Services Grants.

Grant Program Goals and Objectives

Refer to the NH Program Goal and Objectives. Select the objective that best aligns with your proposed project.

Section 2. Applicant Information

Does your non-profit have an organizational unit (department, library, school, college or university, other nonprofit) that will carry out the activities described in your application?

Refer to the entity listed in Item 5a of the Grants.gov SF-424S Form that you are submitting with your application and review the Helpful Definitions of organizational unit and legal applicant on the Program Information Form.

• Select YES if your nonprofit has an organizational unit, then provide the requested information and select an institution type for the organizational unit.

• Select NO if your nonprofit does not have an organizational unit, then select an institution type.

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PIF Section Instructions

Section 3. Financial Information

Complete the table with figures representing the most recently completed fiscal year in the top row, followed by those for the previous year, and concluding with those for the year before that.

Provide the information requested for the legal applicant if you have not identified an organizational unit for this application. If you have identified an organizational unit for this application, provide the information requested for that unit.

Section 4. Funding Request

Refer to the Grant Fund total in Section 10 of the IMLS Budget Form (PDF, 1.6MB) that you are submitting with your application. Provide the amount in dollars that you are requesting from IMLS (between $50,000 - $150,000).

Section 5. Indirect Costs Refer to the IMLS Budget Form – Indirect Costs in the Budget guidance. Select one option and provide any required information for your selection. Your selection should match the choice you make on the IMLS Budget Form that you are submitting with your application.

https://www.imls.gov/sites/default/files/2024-07/imls-budget-form-fy25.pdf https://www.imls.gov/sites/default/files/2024-07/imls-budget-form-fy25.pdf

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PIF Section Instructions

Section 6. Abstract Write an Abstract of no more than 3,000 characters (including spaces) in a concise narrative format for a general audience. Address the following:

• Identify the organization and, if applicable, any collaborators.

• Describe the need, challenge, or opportunity your project will address, and how it was identified.

• List the high-level activities you will carry out and identify the associated time frame.

• Identify who or what will benefit from your project.

• Specify your project’s intended results and how they will be shared.

• Describe how you will measure your success in achieving your intended results.

Enter or paste your text into the form. If your proposal is selected for funding, the Abstract may be published online, or otherwise shared, by IMLS. As such, please do not include any sensitive, proprietary, or confidential information.

Section 7. Project Keywords

Select from one to eight keywords that best characterize your project from the options provided on the form. You can find the full list of keywords here.

We may use these keywords as search terms in our compilations describing the agency’s grantmaking and/or provide them as tools to help applicants, other awardees, and the public understand more about what we support.

Organizational Profile Write a brief Organizational Profile for your organization, addressing the following, save it as a PDF, and use Organizationalprofile.pdf as its file name. We recommend limiting the Organizational Profile to one page.

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• Your organization’s mission or statement of purpose, noting the source, approving body, and date of the official document in which it appears.

• Your service area (i.e., communities and/or audiences served, including size, demographic characteristics, and geographic area).

Narrative Write a Narrative using the structure and format below and save it as a PDF. Be clear and concise with a minimum of technical jargon and acronyms. Include references throughout your Narrative to any Supporting Documents that provide supplementary material.

When writing your narrative, consider the review criteria.

Narrative - Required Format Page Recommendation: 5 - 8 numbered pages

File Name: Narrative.pdf

IMPORTANT: Grants.gov limits attachment file names to the following characters:

A-Z, a-z, 0-9, underscore (_), hyphen (-), space, period (.). If attachment file names use any other characters, the application may be rejected by Grants.gov.

File Format: PDF

Font Size: 11-point or higher

Margins: 0.5 inches or greater

Components: Organize the Narrative using the following section headings:

• Project Justification

• Project Work Plan

• Project Results

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Narrative Sections

Narrative Section Guidance

Project Justification o What current need, challenge, or opportunity will your project address and how was it identified? Describe how you have used reliable sources to define the need, challenge, or opportunity and develop the scope for the project.

o Who is the primary audience for your project and how have they been involved in the planning? “Primary audience” refers to those who will be most immediately and positively affected by your project. Be specific by identifying age groups, community members with particular needs, and/or other types of primary audiences.

Project Work Plan o What specific activities will you carry out and in what sequence?

o Who will execute your project? Be sure to identify all key staff.

o How have you involved stakeholders in the planning and development of the project and how will you incorporate their input throughout the project?

o What existing resources within the organization, assets within the organization or community, and/or potential partners will you use during this project to aid in its success?

o How and with whom will you share your work’s results and lessons learned?

Project Results o What are your project’s intended results and/or product(s), and how will they address the need, challenge, or opportunity you identified in the Project Justification section?

o How do you define success for this project, and how will it be evaluated?

o How will you disseminate the results (deliverables, lessons learned, etc.) of the project to the primary audience?

o How will you sustain the benefit(s) of your project beyond the conclusion of the period of performance?

Refer to the Evaluation Resources on the IMLS website for program planning tools, evaluation definitions, and examples.

Refer to our guidance on disclosing information in your application.

https://www.imls.gov/grants/outcome-based-evaluations

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Reviewers may also choose to visit your organization's website, as listed on the SF-424S form provided with your application.

Schedule of Completion The Schedule of Completion should reflect each major activity identified in your application Narrative and the project dates identified on the SF-424S and the IMLS Budget Form. It should show when each major project activity will start and end. We recommend one page per project year in the schedule. See the sample Schedule of Completion below. Save this document as a PDF and use Scheduleofcompletion.pdf as the file name.

Performance Measurement Plan Your Performance Measurement Plan should show how you will evaluate and assess your performance as an awardee and achieve your selected program goal and objective from the perspectives of Effectiveness, Quality and Timeliness for your overall project.

For each performance measure, identify what data you will collect from what source, the method you will use to collect it, and according to what schedule. The chart below provides sample statements for each measure and a space to record your own. We've provided a fillable version of this chart (DOCX, 25KB), which you are welcome, but not required, to use.

We recommend limiting your Performance Measurement Plan to two pages. Save your document as a PDF and use Perfmeasurement.pdf as the file name.

https://www.imls.gov/sites/default/files/2021-12/nhnae-performance-measurement-plan.docx https://www.imls.gov/sites/default/files/2021-12/nhnae-performance-measurement-plan.docx

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IMLS Budget Form Make sure that JavaScript is enabled in your web browser. Download the IMLS Budget Form (PDF, 1.6MB) to your computer and work on it outside your web browser. When you’ve completed the form, save it as a PDF and upload it as part of your application through Grants.gov.

The IMLS Budget Form accommodates up to three years of project activities and expenses though applications for this program will only use up to 2 years. Allowable costs and other budget details vary by program. Be sure to review the Notice of Funding Opportunity for the grant program to which you are applying and the cost principles in 2 C.F.R. part 200 and 2 C.F.R. part 3187.

The Year 1 columns should include costs for activities that begin on the project start date (09/01/2025) and end 12 months later. If the project timeline exceeds one year, list the costs for the next 12 months in the Year 2 columns.

Learn more about the regulations and requirements related to cost principles for Federal awards:

2 C.F.R. 200 Subpart E - Cost Principles 2 C.F.R. part 3187 Subpart C Allowable Costs https://www.imls.gov/sites/default/files/2024-07/imls-budget-form-fy25.pdf https://www.imls.gov/sites/default/files/2024-07/imls-budget-form-fy25.pdf https://www.imls.gov/sites/default/files/budgetform.pdf https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E https://www.ecfr.gov/current/title-2/subtitle-B/chapter-XXXI/part-3187/subpart-C/subject-group-ECFR1c38957a8249b7e

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Tips for completing your budget form:

The budget should include the project costs that will be charged to grant funds as well as those that will be supported by cost share, if any.

In-kind contributions to cost share may include the value of services (e.g., donated volunteer or consultant time) or equipment donated to the project between the authorized start and end dates of your project.

All the items listed, whether supported by grant funds or cost share, must be necessary to accomplish project objectives, allowable according to the applicable Federal cost principles, auditable, and incurred during the award period of performance.

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