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Welcome to the Institute of
Museum and Library Services

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Webinar for American Latino
Museum Internship and Fellowship Initiative

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as part of our Fiscal
Year 2023 Information session.

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My name is Gibran Villalobos and
I'll be hosting this webinar.

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We're delighted that you are
interested in learning more

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about the American Latino Museum
Internship and Fellowship Initiative,

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which I'll refer to as ALMIFI moving forward.

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Our goal in this presentation is
to provide specific information

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about the American Latino Museum
Internship and Fellowship

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Initiative and make some
recommendations that you may

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wish to consider when preparing
your application.

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Since this is a prerecorded
webinar and you won't have the

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opportunity to ask questions,
feel free to contact me or other

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staff in the Office of Museum
Services to seek answers to your

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questions or to discuss a
project idea. The staff contact

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slide is shown later in this
webinar.

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This is one of a series of
webinars designed to help you

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find the information you need
and to create a more competitive

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application for IMS museum
funding. Choosing a Funding

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Opportunity for FY 2023 is
available as a recording and as

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a PDF of the slides, along with
transcripts on our website at

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the link on this slide.

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The webinar covers the IMLS
vision, mission and strategic

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plan with an emphasis on how
they influence our grant making

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process.

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We also address institutional
eligibility, provide a quick

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overview of all our funding
opportunities, discuss how to

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find more information on our
website, provide tips to help

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you complete an application, and
we cover the places with which

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you must be registered in order
to apply for an IMS grant. There

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are also individual webinars for
each of the museum grant

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programs.

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In this presentation we'll be
addressing the following topics

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where to find information I'll
meet the overview, eligibility

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characteristics of successful
amici projects, important dates.

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How much and how many? I'll meet
the goals, application

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components, Review criteria,
application tips, timelines and

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contexts.

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I also want to make sure to
point out where the application

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process begins which is on our
website. Use the Grants drop

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down menu and choose Apply for a
grant.

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Clicking that will take you to a
list of grant programs from

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which you will choose American
Latino Museum Internship and

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Fellowship Initiative.

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These guidelines, or our notice
of funding opportunity that we

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call NOFOs you can see on
the right, are downloadable as a

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PDF.

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These NOFOs, as we call
them, will walk you through the

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application process and contain
most of the information I will

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provide today.

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Now for some background. The
American Latino History and

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Culture Grant program was
created by an act of Congress in

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2020, the same act that created
the Smithsonian National Museum

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of the American Latino.

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The legislation that directed IMLS to create a

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grant program to improve
operations, care of collections,

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and development of professional
management at American Latino

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museums. The American Latino
Museum Internship and Fellowship

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Initiative sits under the A, L, H 
C, and it's designed to strengthen

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the institutional capacity in
the American Latino Museum

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community.

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You can be one of three types of
organizations to be eligible to

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apply to ALMIFI. If you're
applying as a museum, you will

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need to certify that you use a
professional staff.

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The organized on a permanent
basis for essentially

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educational or esthetic purposes.

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Own or use tangible objects,
either animate or inanimate, and

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care for these objects and
exhibit these objects to the

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general public on a regular
basis at at least 120 days a

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year, and conduct these
activities in facilities that

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you own or operate.

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Regarding the 120 day rule
during our current COVID-19

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reality, you can count that
these 120 days in either the

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year preceding the application
due date, the year preceding

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your first shutdown due to
COVID-19 and this might be

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helpful if you're local,

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has had an on and off closures 
throughout the pandemic,

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or you can use a calendar year 
preceding the current one. So in

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this case that would be 2022.

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You must also be in partnership
with an institution of higher

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education, including Hispanic
serving institutions. The lead

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applicant can be the university 
or college in partnership with

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the museum or vice versa. Either
is correct, as long as there is

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a partnership in place.

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In addition to the general IMLS 
funding eligibility criteria,

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the ALMIFI grant program has 
specific eligibility criteria

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that is described in the 
NOFO. The Notice of Funding

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Opportunity. To be eligible for
an award under the FY 2023

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American Latino Museum
Internship and Fellowship

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Initiative, you must qualify as
one of the following.

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A museum whose primary purpose 
is reflected in its mission

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is American Latino Life, 
Art, history, and or culture.

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A not-for-profit museum,
service, organization or

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association whose primary
purpose, as reflected in its

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mission, is to support American
Latino museums and an

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institution of higher education,
including Hispanic serving

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institutions.

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Let's now discuss the purpose of
this grant program.

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ALMIFI will support
projects that engage in museum based

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internships and
fellowship opportunities in

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partnership with institutions of
higher education so that museums

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can improve services for the
American public.

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ALMIFI is all about meeting 
the needs of the museum field,

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our institutions and our professionals.

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We invest in these partnerships that 
expand opportunities in the field

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and devise plants to move museums 
forward through the development

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of resources and tools for use 
by multiple institutions, and, or

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groups of museum professionals.

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All requests must be between 
$100,000 and $750,000, including

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both direct and indirect costs.
If you ask for less than

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$100,000 or more than $750,000,
your application will be

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rejected and not reviewed.

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There is no cost share
requirement for ALMIFI, though

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you may include one if your
organization will contribute

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funds towards this particular
project. It's important to note

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that if you decide to include
cost share in your application,

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it must be met by the end of the
award. We will hold you to that

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figure, so keep that in mind
when applying.

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Cost share may be in the form of
cash, staff or volunteer time or

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third party contributions. It
may not be funds from another

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federal source. In terms of how
many applications you may

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submit, there is no limit to the
number of applications you can

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file in response to the FY 23
funding announcement for ALMIFI.

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As you consider the option to
submit more than one

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application, we urge you to
think about the capacity of your

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organization to manage multiple
federal awards at once.

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Now I want to talk about the two
program goals for ALMIFI.

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Your project must align with one
of the two program goals and a

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set of corresponding objectives.

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Goal and Objective choices should be 
identified clearly in the narrative

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For this, you'll want to look at 
Section D2c as part of the NOFO.

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Goal one is the support of 
museum-based undergraduate internships.  

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Its objectives correspond to the 
types of projects ALMIFI supports.

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An example of this would be developing a 
new curriculum for museum studies programs,  

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with a lens on American Latino life 
for use by museums across the country.

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This could correspond
to Objective 1.1.

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If there's already an existing
internship program that is being

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expanded in relation to American
Latino culture, this could

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correspond to objective 1.2.

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Goal #2 is about the Museum
Based Fellowship to increase

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museum career opportunities for
individuals focused on American

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Latino culture.

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The two objectives are parallel
to those that we saw in Goal

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Number one, they support the
development or scaling up

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fellowship models for museum
professionals on topics that

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increase their ability to work
with the museums centering

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American Latino culture.

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Projects with in Goal #2 would
establish or expand advanced

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professional studies,
mentorship, or practical

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research.

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Next up are the documents that
make up your application and

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that you will upload into
grant.gov.

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These application components
fall into 3 categories. The 1st

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is required documents. All
applications must include these.

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The second group is
conditionally required

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documents. Some applications
must include these. It might

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depend on the nature of your
institution or some aspect of

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your project. For example, if
you are a nonprofit

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organization, you must include
your proof of nonprofit letter

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from the IRS if you are
proposing a project that will.

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Produce a digital product. You
must include a digital product

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plan.

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If you meet the condition,
omission of any one of these can

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result in the exclusion of your
application from further

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consideration.

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The third group of application
components are supporting

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documents. These are completely
optional. You may submit some or

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none. Think about including only
those that supplement or backup

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your narrative.

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You may refer to these materials
in your narrative so your

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reviewers know where to look.
For example, if you are basing

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your project on successful work
you have done in your museum,

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you may want to indicate that an
evaluation report is included as

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supporting material. This is not
the place to introduce new

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information and also be
respectful of your reviewer's

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time.

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In the ALMIFI NOFO, you will find 
a table of application components.

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We recommend that you use this
as a checklist to keep yourself

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organized. It is divided into
required, conditionally required

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and supporting documents.

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The middle column tells you
about document formats, and the

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third tells you how to name each
document.

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Note that deviating from the
naming convention or upload a

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document that is not a PDF, such
as Word or Excel, will result in

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an error and the system might
think that the document is not

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present.

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This table also provides links
to instructions and forms.

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Now let's talk about the
narrative of your proposal. You

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have 10 pages to cover, 3
sections.

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Project Justification. In this
section of the narrative, you

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should lay out the reasoning for
your project. Tell us in the

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clearest terms what need,
problem, or challenge you expect

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to address, how you identified
it, or who or what will benefit

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from your work, and how your
project will address the goals

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of the American Latino Museum
Internship and Fellowship

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Initiative.

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Note that reviewers have prompts
that correspond to these

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questions. You will find this
information in section E1 of the

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Notice of Funding Opportunity.

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For this section of the
narrative, reviewers will

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consider how well you've
defended the need, problem, or

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challenge that you are seeking
to address. How well have you

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identified who or what will
benefit from the project, and

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how good of a job you've done in
involving them in the planning

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process.

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Reviewers also value external
needs assessment or research

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that can support and validate
your need. They'll look at who

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particularly will benefit and
how the museum field will

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benefit, and they will weigh in
on your demonstrated

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understanding of current
research and practice in that

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area.

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Project work plan.

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The project work plan is the
part of the narrative in which

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you explain what you will do,
how you plan to address risks

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that may be present, who will do
the project when, and using what

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00:14:21.540 --> 00:14:26.220
resources. Consider who will
plan, implement, and manage your

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project and what time, financial
personnel, and other resources

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00:14:30.960 --> 00:14:35.340
will you need to carry out these
activities. The reviewers will

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00:14:35.340 --> 00:14:39.120
be looking for evidence that you
know what you are doing. Have

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the right people at the table.

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That the project is realistic,
that there is room to change

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course if needed.

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Project results.

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The final section of your
narrative should be devoted to

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articulating your projects
intended results.

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What specific results are you
intend to achieve in your

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project and what will change as
a result?

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Tell us how you will sustain the
benefits of your project beyond

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the lifespan of this particular
project. So in other words, when

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the federal funding goes away,
how will the benefit to the

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field be sustained?

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Reviewers will register their
thoughts about how likely it is

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that you will deliver on the
results that you've proposed.

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How useful, and whether your
plan for sustaining the benefits

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of the project are reasonable
and practical.

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When preparing your proposal, be
careful to include only

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allowable costs in both your IMLS
requests and your cost share.

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To do otherwise can hurt your
chances of getting positive

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reviews and being recommended
for funding. We'll go through

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some common expenses that are
allowable and unallowable, but

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for details, please see two CFR
200. This is the part of the

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Code of the Federal Regulations
covering Uniform Administrative

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Requirements, Cost Principles,
and Audit Requirements for

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Federal Awards.

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Fortunately, the regulations are
available online in a searchable

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format on the US Government
Publishing Office website, and a

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link is listed on this slide.

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Of particular interest is
subpart E, cost principles.

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So, allowable costs in the ALMIFI 
Notice of Funding Opportunity,

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we provide a partial list 
of the most common examples  

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of allowable costs for this grant program.

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These include: personnel
salaries, wages and fringe

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benefits, travel expenses for
keep project staff and

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consultants, materials,
supplies, software and equipment

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related directly to project
activities.

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Third party costs, for example,
program evaluation or software

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development. You can also
include honoraria, stipends and

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other compensation from project
participants, for example

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community members or advisers.

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Staff and volunteer training,
paid internships or fellowships,

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indirect or overhead costs. So
these costs may be part of what

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you ask IMLS to pay for and or
what you will pay for as part of

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your cost share if one should be
included.

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Now, the unallowable costs
include general fundraising

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00:17:36.900 --> 00:17:41.160
costs, such as development,
office staff or other staff time

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devoted to general fundraising,

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00:17:43.560 --> 00:17:47.580
contributions to endowments,
general operating support.

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These costs are part of what we 
support through your indirect costs,  

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Acquisition of collections, general advertising,

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00:17:56.220 --> 00:18:00.420
or public relation costs, designed 
solely for promotional activities,  

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other than does related to the specific project.

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00:18:04.140 --> 00:18:06.600
Construction or renovation of
facilities.

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And fabrication and other types
of work can be allowable.

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Check with us if you have any
questions regarding this.

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Social activities, ceremony's, 
reception or entertainment.

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00:18:18.900 --> 00:18:22.200
Note that sometimes food can be allowable,  

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00:18:22.200 --> 00:18:27.180
for example, when you need to feed 
kids or teens during working lunch

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00:18:27.180 --> 00:18:30.600
at a training workshop and research projects.

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00:18:31.320 --> 00:18:35.280
So, these costs may not be part of 
what you're asked IMLS to pay for,  

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00:18:35.280 --> 00:18:42.540
nor can they be part of what you will pay for 
as part of your cost share, if one is included

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00:18:42.540 --> 00:18:47.520
In fact, unallowable expenses can't 
show up anywhere in your proposal.

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00:18:48.180 --> 00:18:49.380
Something to keep in mind.

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I want to provide some
application tips. First on the

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00:18:57.480 --> 00:19:01.800
list is to register early. You
must have an active sam.gov

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00:19:01.800 --> 00:19:07.140
registration and know your
unique entity identifier, your

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00:19:07.140 --> 00:19:12.480
UEFI, which is generated through
your Sam account. You must also

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00:19:12.480 --> 00:19:16.380
have a current and functional
grants.gov registration.

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00:19:17.040 --> 00:19:20.880
Check to see whether your
grants.gov registration is

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00:19:20.880 --> 00:19:24.660
associated with the former staff
member whose password might be a

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00:19:24.660 --> 00:19:25.800
mystery to you.

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00:19:25.800 --> 00:19:29.340
And of course, leave time to
deal with these eventualities.

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00:19:29.340 --> 00:19:31.080
They are bound to happen.

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00:19:31.860 --> 00:19:35.520
It's also crucial to remember
that your sam.gov registration

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00:19:35.520 --> 00:19:40.020
expires each year and you must
renew it. This can sometimes

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00:19:40.020 --> 00:19:44.640
take about two or three weeks,
so be sure to check in on

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00:19:44.640 --> 00:19:48.540
sam.gov and find out your status
at login.gov.

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00:19:52.200 --> 00:19:53.880
Some other important things to
know.

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00:19:54.720 --> 00:19:59.340
Read the application guidelines: the 
NOFOs we know it's a long document,

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00:19:59.340 --> 00:20:04.020
but it contains essential information on 
how to prepare your application components.

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00:20:04.680 --> 00:20:09.180
Schedule a counseling call with one of our
staff. We're available to answer

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00:20:09.180 --> 00:20:14.460
your questions and these often come as 
part of the process on general questions.

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00:20:14.460 --> 00:20:19.980
And later, you may have a very specific or 
detailed question about a particular component.

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00:20:19.980 --> 00:20:23.160
You can e-mail us or call us with your
questions.

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00:20:24.900 --> 00:20:28.740
Describe your museum well and
vividly, and use recent,

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00:20:28.740 --> 00:20:32.580
relevant data to make your
point. Reviewers will look at

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00:20:32.580 --> 00:20:36.540
the application to try to
understand your museum. Be sure

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00:20:36.540 --> 00:20:37.800
to give them a good description.

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00:20:38.880 --> 00:20:43.260
Follow the narrative outline in
the NOFO and consider using the

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00:20:43.260 --> 00:20:46.800
same headings to make it easy
for reviewers to read your

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00:20:46.800 --> 00:20:47.300
application.

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00:20:48.420 --> 00:20:52.320
Avoid acronyms and jargon. The
people who will review your

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00:20:52.320 --> 00:20:56.100
application are experts, but
they may not be totally familiar

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00:20:56.100 --> 00:20:57.060
with your shorthand.

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00:20:57.600 --> 00:21:00.360
Make it easy for them to
understand what you mean.

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00:21:01.500 --> 00:21:04.560
Ask a colleague to read the
narrative with fresh eyes.

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00:21:05.400 --> 00:21:08.940
Ask them to act like a reviewer
who's seeing this for the very

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00:21:08.940 --> 00:21:12.000
first time. Do this well in
advance of the submission

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00:21:12.000 --> 00:21:15.900
deadline, so you have adequate
time to edit the narrative if

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00:21:15.900 --> 00:21:16.400
necessary.

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00:21:17.220 --> 00:21:21.000
Be sure your application is
complete. Check it against the

321
00:21:21.000 --> 00:21:24.360
table of application components
to be sure you're not missing

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00:21:24.360 --> 00:21:25.920
any required components.

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00:21:26.460 --> 00:21:31.380
Then submit to grants.gov early
so you have time to correct any

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00:21:31.380 --> 00:21:33.060
errors before the deadline.

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00:21:34.260 --> 00:21:35.940
Other important things to know.

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00:21:36.720 --> 00:21:41.400
Applications are due on
grants.gov on August 7, 2023.

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00:21:42.060 --> 00:21:46.860
The awards will be announced in
late September, and we look to

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00:21:46.860 --> 00:21:51.120
seeing the projects begin on
September 27, 2023.

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00:21:55.920 --> 00:22:00.720
Thank you very much for your interest in 
IMLS and in the American Latino Museum,  

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00:22:00.720 --> 00:22:02.940
Internship and Fellowship Initiative.

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00:22:03.480 --> 00:22:06.420
We hope you have found this
information and this webinar

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00:22:06.420 --> 00:22:11.100
helpful. Here's a listing of the
names, e-mail addresses and

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00:22:11.100 --> 00:22:14.640
direct phone numbers for program
staff in the Office of Museum

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00:22:14.640 --> 00:22:18.480
Services. There is also a list
of staff on our website with

335
00:22:18.480 --> 00:22:19.260
contact information.

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00:22:20.400 --> 00:22:23.820
We encourage you to contact us
with any questions that you

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00:22:23.820 --> 00:22:27.720
might have. We'll be sure to
respond and always we're happy

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00:22:27.720 --> 00:22:28.220
to help.

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00:22:30.780 --> 00:22:34.200
And remember that our website is
the central place for

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00:22:34.200 --> 00:22:36.960
information about applying for
IMLS grants.

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00:22:37.620 --> 00:22:38.120
Thanks.