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Welcome to the Institute of
Museum and Library Services,

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Office of Museum Services
informational video for the

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Museum Grants for African
American History and Culture

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Grant Program applicant
information session.

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The goal of this video is to
provide an overview of our

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Museum Grants for African
American History and Culture

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grant program, which we call
AAHC for short, and the process

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of preparing an application for
funding.

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This video is organized into
five chapters.

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What is Museum Grants for
African American History and

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Culture?

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This section explains the
purpose and design of the AAHC

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grant program.

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What can AAHC grants fund?

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This section explains the types
of projects that can be funded

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in AAHC and the amount of funds
that can be requested.

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Application Components —

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Introduction: this section
describes the types of documents

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that are needed to create an
AAHC grant application.

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Application Components —
Narrative: this section provides

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guidance on composing the
narrative part of the

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application.

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Application Tips and Next Steps:
the concluding section provides

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a few tips and next steps.

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The complete set of instructions
for how to prepare and submit an

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AAHC grant application are found
in the Notice of Funding

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Opportunity, published on
Grants.gov and also available on

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the IMLS website.

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Please refer to the Notice of
Funding Opportunity for the most

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detailed information to prepare
your application.

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To get the most out of this
video, we recommend that you

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watch it in its entirety.

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This will give you an
understanding of the AAHC grant

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program, the types of projects
that can be funded, and the

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necessary application
components.

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You may also want to review the
AAHC Notice of Funding

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Opportunity before, during, and
after you watch the video.

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Notices of Funding
Opportunities, also known as

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NOFOs, are documents that detail
the requirements of each of our

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grant programs.

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All of our NOFOs can be found at
imls.gov/grants.

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As you navigate the application
process, you can use this video

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as a reference tool.

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If you'd like to skip to a
specific section, please use the

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time bar below or the links in
the description box to navigate

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the chapters.

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In this section we will answer
the question “What is

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AAHC?”—providing information on
the purpose and intent of this

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grant program and who it is
designed to serve.

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The same legislation that
created the Smithsonian's

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National Museum of African
American History and Culture

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also directed IMLS to create a
grant program.

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This program is designed to:
build the capacity of African

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American museums; nurture the
growth and development of museum

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professionals at African
American museums; and increase

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access to museum and archival
collections at African American

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museums and Historically Black
colleges and universities, also

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known as HBCUs.

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AAHC is a grant program for
museums whose primary purpose,

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as reflected in their mission,
is African American life, art,

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history, and/or culture. 

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To apply for federal funding at
IMLS, all applicants must meet

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certain requirements.

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Your organization must be
located in one of the United

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States’ 50 States, its
Territories, or the District of

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Columbia, and your organization
must be a unit of state, local

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or tribal government or a
private nonprofit organization

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with tax exempt status.

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If you meet those two
requirements, then the next step

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is to consider what it means to
be eligible for IMLS funding as

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a museum.

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To be eligible for funding as a
museum, your organization must:

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have at least one full time or
equivalent professional staff

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person, either paid or unpaid;
have a physical location that it

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owns or operates; have been open
to the public for at least 120

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days in the year prior to the
application deadline; and own or

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use tangible objects.

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Your museum may also be a
standalone organization, or they

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may be a part of a larger
institution such as a college,

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university, tribe, or a state or
local government.

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You could also qualify as a
not-for-profit museum service

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organization or association
whose primary purpose, as

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reflected in your mission, is to
support African American

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museums.

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HBCUs are also eligible to apply
whether they have a museum or

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museum studies program or not.

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In this section we will answer
the question "what can AAHC

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fund?" —  providing details on
the types of projects and

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associated goals within the AAHC
grant program, as well as offer

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some summary data on the number
and type of AAHC projects that

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were funded last year.

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AAHC grants are designed to
support project-based

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activities, so let's take time
to consider exactly what that

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means.

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The Project Management Institute
defines a project as a temporary

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endeavor undertaken to create a
unique product, service, or

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result.

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They go on further to explain
that a project is temporary

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because it has a defined
beginning and end in time and

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therefore defines scope and
resources.

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And the project is unique in
that it is not a routine

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operation, but rather a specific
set of operations designed to

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accomplish a singular goal.

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We recommend that you keep this
definition in mind as you

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conceptualize your IMLS project.

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Think of it as a temporary,
non-routine set of activities,

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which collectively have a
beginning and an end in time, a

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defined scope requiring specific
resources, and which are

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designed to accomplish a
specific, singular goal.

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With that concept of "project"
in mind, let's turn to project

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goals.

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The type of project activity you
are seeking to fund should align

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with one of these.

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As you can see here, there are
two options: Building Capacity

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and Professional Development.

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Why is your decision about this
project goal to choose so

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important?

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For one thing, your application
will be reviewed by museum

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professionals who have
experience and expertise in

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these general categories. And
for another, your application

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will be competing against others
who have chosen the same

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category.

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In short, the entire review
process incorporates an

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assumption that your project
aligns with the goal you've

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identified. So it's an important
choice.

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So let's take a look at what
kinds of project activities

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might fit within these goal
areas.

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The listed objectives provide
some of the types of projects

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that fit within the goal.

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Projects designed to build the
capacity of African American

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museums may involve increasing
the number of museum

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professionals working at African
American museums to enable the

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museum to expand educational
programs, engage the community,

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enhance professional management,
or provide for improved care of

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collections.

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Some examples of the kinds of
project activities that you may

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apply for are: exhibition
development, design and

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fabrication; interpretive and
educational programs, product

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development and delivery;

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developing collection plans,
interpretive plans, or strategic

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plans;

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using consultants, researchers,
and other sources of

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professional expertise;

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implementing recommendations or
action plans from planning

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activities; cataloging,
inventorying, documenting, and

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registering collection;

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digitization of collections
designed to enhance outreach,

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expand access, or improve
collections management.

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Projects designed to address
Goal 2,

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supporting the growth and
development of museum

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professionals at African
American museums,

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may involve developing and
implementing internship,

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fellowship, and mentoring
programs to support emerging

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professionals entering the
museum field.

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They can involve developing
equitable and inclusive staff

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recruitment and retention
programs, as well as creating

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growth opportunities for staff
to build skills, enhance their

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knowledge and share expertise.

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Some examples of the kinds of
project activities that you may

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apply for are: 

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working with consultants and
training providers to develop

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and offer workshops and training
for museum staff, leadership and

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volunteers; creating and
supporting paid internships and

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fellowships, including
recruitment, supervision,

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mentoring and training for
interns and fellows; and

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finally, providing professional
development and career growth

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opportunities for museum staff,
leadership, and volunteers.

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Before we close our discussion
of project goals, we want to

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again mention our guidance for
projects that could belong

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logically in more than one.

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Sometimes it's tough to choose,
and you might be tempted to

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think that the best strategy
would be to align with both.

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We advise against that for
several reasons.

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We expect that projects aligned
with a specific goal will

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address different problems, use
different approaches, and will

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measure success in achieving the
attended results in different

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ways.

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So how can you choose the best
category for your project?

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Here are three things we suggest
you try.

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Think carefully about what is
"in the center" of your project.

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Is it the visitor?

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Will people who engage with you
as a result of your project -

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let's say to create a new
exhibition and related

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programming - acquire new
knowledge, develop a skill, or

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experience a change in attitude
about the subject of your

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exhibit?

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Or is it the museum staff that's
in the center of your thinking?

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Or is your project about
preparing the next generation of

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the museum workforce?

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A second consideration might be
to think about who you want to

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review your application.

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If you apply under Building
Capacity, we will put your

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application in front of museum
educators, exhibits

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professionals, interpretive
specialists, and professionals

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with deep experience in
understanding what is needed for

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a museum to reach its full
performance level and be

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successful.

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Would you rather we put it in
front of a combination of

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experts who specialize in
developing and executing a wide

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range of museum training?

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If that sounds right, then it
may push you toward Professional

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Development.

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A third option is to list the
activities you plan to carry out

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and think about the project
budget.

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To which category are the
majority of project time and

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resources allocated?

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Again, our most important advice
is to choose one project goal

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and write your proposal
accordingly.

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As always, if you have
questions, contact the IMLS

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staff to discuss them.

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Our next topic has to do with
how much funding your project

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requires.

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The size of your project, and
how much you are requesting in

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IMLS funds, will determine the
cost share requirement.

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There are two options to
consider. For small projects

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requesting an amount of federal
funds less than $100,000, you do

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not need to provide a cost
share.

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This option is designed for
smaller scale projects.

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For larger projects that are
requesting an amount of federal

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funds greater than $100,001, and
up to a maximum of $500,000, you

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must provide a one-to-one cost
share.

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Cost share can take a number of
forms: 

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among them are cash, staff time,
volunteer time, third-party

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contributions, grants from
foundations, and support from

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state or local government.

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Cost share cannot come from
other federal sources.

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The amount of applications
received and the amount of

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awards made can vary from year
to year.

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Here's a snapshot of our most
recent application and award

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cycle.

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In fiscal year 24, IMLS made 30
AAHC awards with a total of $6

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million in federal funds.

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We received 61 eligible AAHC
applications last year,

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resulting in 49% of those
applications being funded.

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About 51% of those awards were
for large projects, with the

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remaining 49% being small
projects.

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The average amount of federal
funds for each project was about

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$171,000.

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Here you will see different ways
that cost share could be applied

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to a funding request of $100,000
or less.

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While cost share is not required
at this funding level, you may

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elect to identify cost share
anyway and it does not have to

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be one-to-one.

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Please note that it is not
advised to commit to a cost

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00:13:21.001 --> 00:13:24.711
share larger than your IMLS
funding request and it will not

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00:13:24.711 --> 00:13:28.359
be seen as a competitive edge
over the other applications.

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00:13:31.400 --> 00:13:35.564
Here you will see the one-to-one
cost share applied for projects

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00:13:35.564 --> 00:13:38.320
requesting $100,000 and $1.00 to
$500,000.

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00:13:38.680 --> 00:13:41.451
For these projects, the
one-to-one cost share is

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00:13:41.451 --> 00:13:41.960
required.

251
00:13:42.240 --> 00:13:46.053
Again, it is not advised that
you over commit to a cost share

252
00:13:46.053 --> 00:13:47.960
larger than your grant request.

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00:13:51.440 --> 00:13:54.741
In this section, we will
introduce the components of an

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00:13:54.741 --> 00:13:58.161
AAHC grant application, and
provide an overview about the

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00:13:58.161 --> 00:14:01.050
required, conditionally
required, and supporting

256
00:14:01.050 --> 00:14:01.640
documents.

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00:14:04.760 --> 00:14:08.481
The AAHC Notice of Funding
Opportunity (NOFO) includes a

258
00:14:08.481 --> 00:14:11.680
complete list of all the
application components.

259
00:14:11.760 --> 00:14:15.429
Most of these components are
created by applicants and saved

260
00:14:15.429 --> 00:14:19.218
as a PDF for uploading as part
of your application package and

261
00:14:19.218 --> 00:14:19.879
Grants.gov.

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00:14:20.480 --> 00:14:23.700
The Table of Application
Components within the "Prepare

263
00:14:23.700 --> 00:14:27.265
Your Application section" of the
NOFO lists which application

264
00:14:27.265 --> 00:14:31.002
components are required, as well
as those that are conditionally

265
00:14:31.002 --> 00:14:31.520
required.

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00:14:31.880 --> 00:14:35.324
For example, some components are
included in the application

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00:14:35.324 --> 00:14:38.148
depending on the type of
applicant or the type of

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00:14:38.148 --> 00:14:38.600
project.

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00:14:39.080 --> 00:14:43.400
Aside from the SF424S and the
IMLS Museum Program Information

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00:14:43.400 --> 00:14:47.929
Form, which are completed in the
Grants.gov workspace, all other

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00:14:47.929 --> 00:14:52.040
application components must be
submitted as PDF documents.

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00:14:56.200 --> 00:14:58.480
These are the required
documents.

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00:14:58.760 --> 00:15:02.480
All applications must include
the documents listed here.

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00:15:02.920 --> 00:15:06.631
Omission of even just one might
result in your application's

275
00:15:06.631 --> 00:15:07.240
rejection.

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00:15:07.920 --> 00:15:11.653
Also important to note, there is
a 7-page limit for the

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00:15:11.653 --> 00:15:12.320
narrative.

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00:15:12.920 --> 00:15:16.009
If you exceed the page limit
specified in the Notice of

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00:15:16.009 --> 00:15:19.263
Funding Opportunity, we must
remove the extra pages before

280
00:15:19.263 --> 00:15:21.360
your application goes out for
review.

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00:15:22.040 --> 00:15:25.544
That means your reviewer may see
a paragraph or sentence end in

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00:15:25.544 --> 00:15:28.885
mid-air and wonder about your
organizational skills and your

283
00:15:28.885 --> 00:15:30.199
attentiveness to detail.

284
00:15:30.440 --> 00:15:34.299
So make sure your content fits
into the page limit specified

285
00:15:34.299 --> 00:15:37.904
and make sure the number of
pages holds when you convert

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00:15:37.904 --> 00:15:39.360
your document to a PDF.

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00:15:43.520 --> 00:15:46.487
The second category of
application components is that

288
00:15:46.487 --> 00:15:48.520
of conditionally required
documents.

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00:15:48.800 --> 00:15:52.450
Some applications must include
one, two, or even all four of

290
00:15:52.450 --> 00:15:55.921
these, and it's your job to
figure out which are required

291
00:15:55.921 --> 00:15:56.520
for yours.

292
00:15:57.080 --> 00:16:00.378
If you are applying as a
nonprofit, then you must include

293
00:16:00.378 --> 00:16:03.905
your proof of nonprofit status
issued by the Internal Revenue

294
00:16:03.905 --> 00:16:04.360
Service.

295
00:16:04.600 --> 00:16:08.200
We will not accept a letter of
State sales tax exemption as

296
00:16:08.200 --> 00:16:09.760
proof of nonprofit status.

297
00:16:10.240 --> 00:16:13.615
If you are using a federally
negotiated indirect cost rate in

298
00:16:13.615 --> 00:16:16.663
your budget, then you must
include a copy of your final

299
00:16:16.663 --> 00:16:17.480
rate agreement.

300
00:16:20.520 --> 00:16:23.312
If you will create digital
products during the course of

301
00:16:23.312 --> 00:16:26.154
your project, then you must
complete and submit a Digital

302
00:16:26.154 --> 00:16:26.840
Products Plan.

303
00:16:27.520 --> 00:16:31.145
If you are requesting support
for conservation treatment, then

304
00:16:31.145 --> 00:16:34.483
you must include detailed
condition reports and/or formal

305
00:16:34.483 --> 00:16:36.440
conservation treatment
proposals.

306
00:16:37.240 --> 00:16:39.160
Just like the required
documents,

307
00:16:39.400 --> 00:16:42.352
omission of even one might
result in your application's

308
00:16:42.352 --> 00:16:42.880
rejection.

309
00:16:43.520 --> 00:16:47.415
Please note that the term
"digital product" includes

310
00:16:47.415 --> 00:16:51.604
digitized and born-digital
content, resources or assets,

311
00:16:51.604 --> 00:16:52.560
and software.

312
00:16:53.320 --> 00:16:56.591
If you are creating any of these
types of materials, you must

313
00:16:56.591 --> 00:16:59.600
include the Digital Products
Plan with your application.

314
00:17:03.680 --> 00:17:06.924
The third group of application
components is Supporting

315
00:17:06.924 --> 00:17:09.880
Documents, and here is a partial
list of examples.

316
00:17:10.160 --> 00:17:12.440
Supporting documents are
optional.

317
00:17:12.840 --> 00:17:15.240
You may submit some or none.

318
00:17:15.920 --> 00:17:19.320
Include only those items that
will supplement your proposal.

319
00:17:19.600 --> 00:17:22.760
This is not the place to
introduce brand new information,

320
00:17:23.000 --> 00:17:26.336
rather, as the name suggests,
they should lend support to your

321
00:17:26.336 --> 00:17:29.778
project justification work plan
and intended results that you've

322
00:17:29.778 --> 00:17:32.480
already spelled out in your
application narrative.

323
00:17:32.960 --> 00:17:36.731
For example, have you identified
a partner whose involvement is

324
00:17:36.731 --> 00:17:38.440
key to the project's success?

325
00:17:38.760 --> 00:17:42.288
If so, a letter of support or
commitment would go a long way

326
00:17:42.288 --> 00:17:45.585
to reassuring reviewers that
they are 'on board' and the

327
00:17:45.585 --> 00:17:46.800
project will succeed.

328
00:17:47.520 --> 00:17:51.767
Pictures can help give reviewers
– who may not be familiar with

329
00:17:51.767 --> 00:17:55.617
your institution, programs,
collections, or community – a

330
00:17:55.617 --> 00:17:58.936
better idea of what you're
describing within your

331
00:17:58.936 --> 00:17:59.600
narrative.

332
00:18:00.040 --> 00:18:02.835
Vendor quotes or equipment
specifications show you've done

333
00:18:02.835 --> 00:18:05.536
some of the legwork in getting
appropriate estimates for

334
00:18:05.536 --> 00:18:06.200
project costs.

335
00:18:06.760 --> 00:18:09.538
We recommend that you be
respectful to your reviewers'

336
00:18:09.538 --> 00:18:12.669
time and avoid any temptation to
include hundreds of pages of

337
00:18:12.669 --> 00:18:13.680
extraneous material.

338
00:18:14.160 --> 00:18:17.680
Being judicious really does work
to your benefit, as supporting

339
00:18:17.680 --> 00:18:20.320
documents can make – or break –
an application.

340
00:18:20.840 --> 00:18:24.696
Include what is important,
helpful and directly relevant to

341
00:18:24.696 --> 00:18:26.560
your project, and stop there.

342
00:18:30.840 --> 00:18:33.531
In the following section of this
presentation, we will focus on

343
00:18:33.531 --> 00:18:34.120
the Narrative.

344
00:18:34.560 --> 00:18:37.246
Go to the Notice of Funding
Opportunity for complete

345
00:18:37.246 --> 00:18:40.034
instructions on how to prepare
and complete all of the

346
00:18:40.034 --> 00:18:41.200
application components.

347
00:18:43.840 --> 00:18:47.486
In this section, we will go over
the questions you will need to

348
00:18:47.486 --> 00:18:51.190
answer in your project narrative
and offer details on the review

349
00:18:51.190 --> 00:18:54.666
criteria associated with each of
the three sections, Project

350
00:18:54.666 --> 00:18:57.800
Justification, Project Work
Plan, and Project Results.

351
00:19:01.160 --> 00:19:02.560
Now let's talk about the
narrative.

352
00:19:02.720 --> 00:19:06.227
You have 7 pages to cover 3 very
important issues and the Notice

353
00:19:06.227 --> 00:19:09.518
of Funding Opportunity provides
lengthy guidance on what the

354
00:19:09.518 --> 00:19:10.760
narrative should cover.

355
00:19:11.320 --> 00:19:13.760
First is the project
justification.

356
00:19:14.280 --> 00:19:18.570
What need, problem or challenge
will your project address, and

357
00:19:18.570 --> 00:19:20.000
how is it identified?

358
00:19:20.400 --> 00:19:23.459
Describe how you have used
demographic information,

359
00:19:23.459 --> 00:19:26.814
economic circumstances,
condition assessments, and other

360
00:19:26.814 --> 00:19:30.109
relevant data from reliable
sources to define the need,

361
00:19:30.109 --> 00:19:33.169
problem, or challenge and
develop the scope for the

362
00:19:33.169 --> 00:19:33.640
project.

363
00:19:34.320 --> 00:19:37.598
Who is the primary audience for
your project and how have they

364
00:19:37.598 --> 00:19:39.160
been involved in the planning?

365
00:19:39.760 --> 00:19:42.810
"Primary audience" refers to
those who will be most

366
00:19:42.810 --> 00:19:45.920
immediately and positively
affected by your project.

367
00:19:46.280 --> 00:19:49.246
Identify the number of
individuals in the primary

368
00:19:49.246 --> 00:19:52.746
audience, or in each primary
audience if you identify more

369
00:19:52.746 --> 00:19:53.280
than one.

370
00:19:54.280 --> 00:19:57.160
Who are the ultimate
beneficiaries for this project?

371
00:19:57.520 --> 00:20:01.078
"Beneficiaries" refers to those
who are likely to be aided in

372
00:20:01.078 --> 00:20:02.800
the long-term by your project.

373
00:20:02.880 --> 00:20:06.160
They may or may not be the same
as your primary audience.

374
00:20:06.720 --> 00:20:09.524
Identify the number of
individuals who will benefit

375
00:20:09.524 --> 00:20:12.328
from your project in the
long-term, if reliable and

376
00:20:12.328 --> 00:20:13.999
defensible counts are possible.

377
00:20:14.440 --> 00:20:17.176
Otherwise, describe the
characteristics of the

378
00:20:17.176 --> 00:20:20.494
beneficiaries you expect to be
served eventually by your

379
00:20:20.494 --> 00:20:20.960
project.

380
00:20:24.800 --> 00:20:28.168
In the application review of the
Notice of Funding Opportunity

381
00:20:28.168 --> 00:20:31.483
under Peer Review Criteria, you
will find a list of questions

382
00:20:31.483 --> 00:20:34.638
that reviewers are asked to
consider when they review your

383
00:20:34.638 --> 00:20:35.120
proposal.

384
00:20:35.640 --> 00:20:38.937
It is a good idea to refer to
these as you craft your

385
00:20:38.937 --> 00:20:42.907
narrative to be certain you are
providing reviewers clear, solid

386
00:20:42.907 --> 00:20:43.639
information.

387
00:20:44.120 --> 00:20:46.652
You will see that they
correspond fairly directly with

388
00:20:46.652 --> 00:20:49.000
the prompts you are given to
write your narrative.

389
00:20:54.120 --> 00:20:56.970
One of the prompts in the
Project Justification section of

390
00:20:56.970 --> 00:20:59.337
the narrative is the
identification of the need,

391
00:20:59.337 --> 00:21:01.560
problem, or challenge your
project addresses.

392
00:21:01.920 --> 00:21:05.394
It is foundational in your
application, so keep these

393
00:21:05.394 --> 00:21:06.360
points in mind:

394
00:21:06.880 --> 00:21:09.688
The federal government wants its
investment to result in

395
00:21:09.688 --> 00:21:10.920
something getting better.

396
00:21:11.960 --> 00:21:14.717
As you define your need,
problem, or challenge,

397
00:21:14.717 --> 00:21:18.336
articulate what will get better
as a result of your project as

398
00:21:18.336 --> 00:21:19.600
precisely as possible.

399
00:21:20.200 --> 00:21:23.339
Will your museum be able to
expand their services as a

400
00:21:23.339 --> 00:21:24.880
result of additional staff?

401
00:21:25.240 --> 00:21:28.713
Will new graduates be better
prepared for the museum field

402
00:21:28.713 --> 00:21:30.480
with the requisite experience?

403
00:21:31.040 --> 00:21:33.040
Will collections be better cared
for?

404
00:21:33.520 --> 00:21:36.080
Will their lifespan be extended?

405
00:21:36.440 --> 00:21:39.884
Will access to your collections
and the information surrounding

406
00:21:39.884 --> 00:21:40.800
them be expanded?

407
00:21:41.400 --> 00:21:45.223
Identify why it is important
that this particular change

408
00:21:45.223 --> 00:21:45.760
happens.

409
00:21:46.680 --> 00:21:50.595
Hone your problem definition
carefully in clear, succinct

410
00:21:50.595 --> 00:21:51.000
terms.

411
00:21:51.440 --> 00:21:55.320
Gather and present data that
support your problem definition.

412
00:22:00.000 --> 00:22:01.080
Project Work Plan:

413
00:22:01.760 --> 00:22:05.625
If the project justification
section was the "why?", the

414
00:22:05.625 --> 00:22:09.558
Project Work Plan section is
where you identify the 'who,

415
00:22:09.558 --> 00:22:13.695
what, when, and how.' Who will
do what activities, when, and

416
00:22:13.695 --> 00:22:15.120
using what resources?

417
00:22:15.720 --> 00:22:18.922
You should explain how you will
track your progress toward

418
00:22:18.922 --> 00:22:22.342
achieving your intended results
and what you'll do if you need

419
00:22:22.342 --> 00:22:23.320
to correct course.

420
00:22:23.800 --> 00:22:27.013
We also ask you to think about
risks that are inherent in your

421
00:22:27.013 --> 00:22:30.124
particular project and to tell
us how you've taken that into

422
00:22:30.124 --> 00:22:31.400
account in your planning.

423
00:22:31.920 --> 00:22:33.720
I'll say more about that in a
few minutes.

424
00:22:34.640 --> 00:22:39.007
Please note that in your budget
you are required to add $3000

425
00:22:39.007 --> 00:22:42.600
per year for travel to an IMLS
designated meeting.

426
00:22:43.080 --> 00:22:47.104
You will add this line item in
the Travel section of the IMLS

427
00:22:47.104 --> 00:22:51.000
Budget form on the Federal
Grants Funds side of the budget.

428
00:22:51.480 --> 00:22:54.936
This expense is used to cover
your participation in a

429
00:22:54.936 --> 00:22:59.160
convening of grantees at a place
and location to be determined by

430
00:22:59.160 --> 00:22:59.480
IMLS.

431
00:23:03.920 --> 00:23:06.881
Again, this is the list of
questions in the Peer Review

432
00:23:06.881 --> 00:23:10.002
Criteria section of the Notice
of Funding Opportunity that

433
00:23:10.002 --> 00:23:13.386
reviewers are asked to consider
when they review your proposal,

434
00:23:13.386 --> 00:23:16.560
so make sure your narrative is
answering these effectively.

435
00:23:20.800 --> 00:23:25.021
Your work plan will be built on
activities, so it's important to

436
00:23:25.021 --> 00:23:27.360
be clear about what an activity
is.

437
00:23:27.880 --> 00:23:30.120
An activity is something that
someone does.

438
00:23:30.240 --> 00:23:33.640
It has a beginning and an end
(just like projects), and you

439
00:23:33.640 --> 00:23:36.983
know when you've finished it
because it doesn't need to be

440
00:23:36.983 --> 00:23:37.720
done anymore.

441
00:23:38.200 --> 00:23:42.920
An activity is not a goal, a
result, or an outcome.

442
00:23:43.320 --> 00:23:46.857
Rather, it is something you do
as part of striving to achieve

443
00:23:46.857 --> 00:23:47.200
those.

444
00:23:48.160 --> 00:23:51.881
Aim for a reasonable level of
detail in identifying your

445
00:23:51.881 --> 00:23:52.600
activities.

446
00:23:56.520 --> 00:23:59.699
We also ask you to think about
risks that are inherent in your

447
00:23:59.699 --> 00:24:02.778
particular project and to tell
us how you've taken that into

448
00:24:02.778 --> 00:24:04.040
account in your planning.

449
00:24:04.920 --> 00:24:08.904
Think of it as answering the
question "What if?" There is no

450
00:24:08.904 --> 00:24:12.040
checklist of risks, but every
project has them.

451
00:24:12.400 --> 00:24:15.275
The best proposals will show
that you are aware of them and

452
00:24:15.275 --> 00:24:17.720
have thought through a plan for
dealing with them.

453
00:24:18.280 --> 00:24:21.160
Look at your activities and
think about what could go wrong.

454
00:24:21.920 --> 00:24:25.789
Focus on the ones where your
experience (your own or that of

455
00:24:25.789 --> 00:24:29.723
your group) tells you, "Yes,
that could happen," and identify

456
00:24:29.723 --> 00:24:31.880
steps you would take in
response.

457
00:24:32.840 --> 00:24:35.560
IMLS knows things go differently
than expected.

458
00:24:35.880 --> 00:24:39.142
We just want you to prepare by
identifying implementable

459
00:24:39.142 --> 00:24:39.600
options.

460
00:24:40.760 --> 00:24:44.614
Here are some examples of risk
that might be part of a project

461
00:24:44.614 --> 00:24:47.000
for which you might seek AAHC
funding:

462
00:24:47.880 --> 00:24:51.627
A project may be dependent upon
fundraising to generate the cost

463
00:24:51.627 --> 00:24:55.143
share, but it is not complete by
the time the application is

464
00:24:55.143 --> 00:24:55.720
submitted.

465
00:24:56.440 --> 00:25:00.100
What would the institution do if
that money is not available by

466
00:25:00.100 --> 00:25:02.160
the time the project gets
underway?

467
00:25:03.680 --> 00:25:06.840
A project may be structured
around university interns who

468
00:25:06.840 --> 00:25:10.055
will be selected and trained
according to well thought out

469
00:25:10.055 --> 00:25:10.600
processes.

470
00:25:11.280 --> 00:25:14.760
What will happen if one or more
interns drop out?

471
00:25:15.640 --> 00:25:18.240
What's the plan for replacing
them mid-project?

472
00:25:19.600 --> 00:25:22.636
A project involving rehousing
collections into new

473
00:25:22.636 --> 00:25:26.150
museum-quality collection
storage furniture might run into

474
00:25:26.150 --> 00:25:30.080
delays in preparing the space or
in the delivery of the cabinets.

475
00:25:30.440 --> 00:25:32.680
What happens to the collection
items then?

476
00:25:33.440 --> 00:25:37.009
How will the institution ensure
that they remain safe and

477
00:25:37.009 --> 00:25:37.440
secure?

478
00:25:38.680 --> 00:25:42.018
A project depends on your
community partners to achieve

479
00:25:42.018 --> 00:25:44.880
success, but one partner drops
out mid-project.

480
00:25:45.440 --> 00:25:46.440
What do you do now?

481
00:25:53.360 --> 00:25:56.149
The third section of your
narrative should be devoted to

482
00:25:56.149 --> 00:25:58.400
articulating your project's
intended results.

483
00:25:59.240 --> 00:26:02.502
This section is your chance to
convince the reviewers that your

484
00:26:02.502 --> 00:26:05.000
project will result in something
getting better.

485
00:26:05.680 --> 00:26:09.000
The need or problem you
identified in your Project

486
00:26:09.000 --> 00:26:12.711
Justification will be addressed
directly, and it will be

487
00:26:12.711 --> 00:26:15.120
diminished or eliminated
altogether.

488
00:26:16.280 --> 00:26:19.890
We ask you to tell us what data
you will collect and report in

489
00:26:19.890 --> 00:26:22.240
order to measure your project's
success.

490
00:26:23.320 --> 00:26:26.774
If your project will generate
tangible projects (and most do)

491
00:26:26.774 --> 00:26:30.006
here's the opportunity to
describe them and make the case

492
00:26:30.006 --> 00:26:31.400
that they will be useful.

493
00:26:31.840 --> 00:26:35.059
And last but not least, we ask
that you tell us how you will

494
00:26:35.059 --> 00:26:36.960
sustain the benefit of the
project.

495
00:26:37.720 --> 00:26:41.405
How will this improvement that
you propose to make continue

496
00:26:41.405 --> 00:26:42.880
once your grant is over?

497
00:26:47.200 --> 00:26:50.714
Again, here's the list of review
questions that reviewers are

498
00:26:50.714 --> 00:26:54.286
asked to consider when they read
and score the Project Results

499
00:26:54.286 --> 00:26:55.760
section of your narrative.

500
00:26:56.800 --> 00:27:00.008
These are found in the Peer
Review Criteria section of the

501
00:27:00.008 --> 00:27:01.640
Notice of Funding Opportunity.

502
00:27:02.280 --> 00:27:05.552
All of your results should tie
back to your need, problem, or

503
00:27:05.552 --> 00:27:06.080
challenge.

504
00:27:06.840 --> 00:27:10.465
You may well experience
tangential benefits and/or

505
00:27:10.465 --> 00:27:14.588
positive outcomes, but make sure
you identify them "as in

506
00:27:14.588 --> 00:27:18.711
addition to," and not "instead
of" your original intended

507
00:27:18.711 --> 00:27:19.279
results.

508
00:27:19.680 --> 00:27:22.760
Reviewers are likely to see that
as a disconnect.

509
00:27:27.000 --> 00:27:30.435
We often hear that defining
intended results and success

510
00:27:30.435 --> 00:27:33.690
measures is challenging for
applicants, so it's worth

511
00:27:33.690 --> 00:27:35.920
spending a bit of time on this
here.

512
00:27:36.960 --> 00:27:39.868
Let's think back to the
questions we referenced a couple

513
00:27:39.868 --> 00:27:42.674
of slides ago where we talked
about defining the need,

514
00:27:42.674 --> 00:27:45.480
problem, or challenge that your
project is addressing.

515
00:27:46.360 --> 00:27:49.560
If you said someone will learn
something, how will you know?

516
00:27:50.120 --> 00:27:53.155
If your problem related to
segments of your community being

517
00:27:53.155 --> 00:27:56.291
better able to work together,
how will you know when that has

518
00:27:56.291 --> 00:27:57.000
been achieved?

519
00:27:57.920 --> 00:28:01.480
If collections will be better
cared for, how will you be sure,

520
00:28:01.480 --> 00:28:03.440
and how will you measure
"better?"

521
00:28:04.120 --> 00:28:07.685
If you're digitizing to expand
accessibility, how will you know

522
00:28:07.685 --> 00:28:08.800
when you've done it?

523
00:28:09.920 --> 00:28:13.995
This focus on results and
measuring success in meaningful

524
00:28:13.995 --> 00:28:15.120
ways is not new.

525
00:28:16.120 --> 00:28:19.745
There has been a tremendous
amount of work done on ways to

526
00:28:19.745 --> 00:28:23.617
measure success. For you as an
applicant, though, we encourage

527
00:28:23.617 --> 00:28:27.120
you to consider using a logic
model or an outcomes-based

528
00:28:27.120 --> 00:28:30.992
evaluation tool to explain your
intended results and your plan

529
00:28:30.992 --> 00:28:32.159
for achieving them.

530
00:28:36.680 --> 00:28:41.127
So to recap, your narrative has
three sections—Project

531
00:28:41.127 --> 00:28:45.899
Justification, Project Work
Plan, and Project Results, and

532
00:28:45.899 --> 00:28:47.840
you have 7 pages for it.

533
00:28:48.800 --> 00:28:51.120
The sections are all equally
important.

534
00:28:51.520 --> 00:28:55.382
Write clearly, address what we
ask you to address, and keep an

535
00:28:55.382 --> 00:28:57.160
eye on those review criteria.

536
00:28:57.840 --> 00:29:00.880
We're telling you here exactly
what the reviewers will look

537
00:29:00.880 --> 00:29:03.920
for, so make it easy for them to
find it and understand it.

538
00:29:07.240 --> 00:29:11.289
In summary, considering all the
components of your application,

539
00:29:11.289 --> 00:29:14.642
there are four general
characteristics of successful

540
00:29:14.642 --> 00:29:17.679
AAHC applications that reviewers
will look for.

541
00:29:18.600 --> 00:29:22.417
As you prepare your application,
keep these characteristics in

542
00:29:22.417 --> 00:29:22.720
mind.

543
00:29:23.240 --> 00:29:25.720
First, Institutional Impact:

544
00:29:26.280 --> 00:29:29.923
Your project should build the
capacity of your museum and/or

545
00:29:29.923 --> 00:29:32.610
support the growth and
development of museum

546
00:29:32.610 --> 00:29:34.880
professionals at your museum or
HBCU.

547
00:29:36.000 --> 00:29:38.240
Second, In-depth Knowledge:

548
00:29:38.960 --> 00:29:41.860
Your proposal should reflect a
thorough understanding of

549
00:29:41.860 --> 00:29:44.760
current practice and knowledge
about the subject matter.

550
00:29:45.680 --> 00:29:48.280
Third, Project-based Design:

551
00:29:48.960 --> 00:29:54.513
Your work plan should consist of
a set of logical, interrelated

552
00:29:54.513 --> 00:29:59.285
activities tied directly to
addressing the key need or

553
00:29:59.285 --> 00:30:00.240
challenge. 

554
00:30:01.000 --> 00:30:03.103
And fourth, Demonstrable
Results: Your project should

555
00:30:03.103 --> 00:30:05.479
generate measurable results that
tie directly to the need or

556
00:30:05.479 --> 00:30:06.960
challenge it was designed to
address.

557
00:30:07.720 --> 00:30:11.227
An application that has all of
these four characteristics will

558
00:30:11.227 --> 00:30:14.846
stand out in the review process
and will have the best chance of

559
00:30:14.846 --> 00:30:15.960
success for funding.

560
00:30:18.880 --> 00:30:23.183
In this final section of our
presentation, we offer some

561
00:30:23.183 --> 00:30:25.600
application tips and next steps.

562
00:30:29.360 --> 00:30:33.288
We want to share with you the
places to look for information,

563
00:30:33.288 --> 00:30:37.280
such as the IMLS website where
you can find the awarded grants

564
00:30:37.280 --> 00:30:41.154
search to learn more about the
projects we have funded through

565
00:30:41.154 --> 00:30:42.200
the AAHC program.

566
00:30:43.040 --> 00:30:46.666
The Awarded Grants Search gives
you an opportunity to explore

567
00:30:46.666 --> 00:30:50.000
our archive of grants that we
have awarded in past years

568
00:30:50.000 --> 00:30:54.917
using a variety of criteria such
as institution name, location,

569
00:30:54.917 --> 00:30:55.840
and keyword.

570
00:30:56.880 --> 00:31:00.392
Your search will provide basic
information about the award and

571
00:31:00.392 --> 00:31:02.400
a brief description of the
project.

572
00:31:02.840 --> 00:31:06.858
This can be extremely helpful as
you put ideas together for your

573
00:31:06.858 --> 00:31:07.600
own project.

574
00:31:11.480 --> 00:31:14.589
We have also posted the
narrative and schedule of

575
00:31:14.589 --> 00:31:18.507
completion for a cross-section
of successful applications from

576
00:31:18.507 --> 00:31:19.440
the 2024 round.

577
00:31:20.120 --> 00:31:24.294
To find these examples, go to
the Sample Applications on the

578
00:31:24.294 --> 00:31:28.400
IMLS website and scroll down the
page to the AAHC examples.

579
00:31:29.040 --> 00:31:32.313
Looking at these proposals might
help clarify your thinking about

580
00:31:32.313 --> 00:31:32.760
your own.

581
00:31:36.160 --> 00:31:40.005
Each PDF contains a copy of the
seven-page narrative and also

582
00:31:40.005 --> 00:31:41.680
the schedule of completion;

583
00:31:42.160 --> 00:31:45.000
some will also include a digital
products plan.

584
00:31:49.880 --> 00:31:54.077
We can only make grants to
eligible applicants that submit

585
00:31:54.077 --> 00:31:58.559
complete applications, including
attachments, on or before the

586
00:31:58.559 --> 00:31:59.200
deadline.

587
00:31:59.680 --> 00:32:02.040
So here are some tips to help
you do just that.

588
00:32:02.880 --> 00:32:04.320
Start early.

589
00:32:04.880 --> 00:32:07.760
You've already done that by
participating in this webinar.

590
00:32:08.840 --> 00:32:11.760
Become familiar with
Grants.gov's Workspace.

591
00:32:12.000 --> 00:32:15.281
It has many good features,
including upfront validation,

592
00:32:15.281 --> 00:32:18.735
which allows you to correct
errors prior to submission, and

593
00:32:18.735 --> 00:32:22.189
the opportunity to collaborate
with others in creating your

594
00:32:22.189 --> 00:32:22.880
application.

595
00:32:23.560 --> 00:32:26.900
Consider starting with the
Workplace Overview and check out

596
00:32:26.900 --> 00:32:27.680
the tutorials.

597
00:32:29.200 --> 00:32:32.533
Do your background research,
make it easy for the reviewers

598
00:32:32.533 --> 00:32:35.866
to see that you are up to date
and know what you're talking

599
00:32:35.866 --> 00:32:36.199
about.

600
00:32:37.320 --> 00:32:39.440
Be sure your application is
complete.

601
00:32:39.920 --> 00:32:43.137
Check it against the table of
Application Components and the

602
00:32:43.137 --> 00:32:44.720
Notice of Funding Opportunity.

603
00:32:46.120 --> 00:32:49.074
Make sure all application
components are in the proper

604
00:32:49.074 --> 00:32:51.760
format and follow the correct
naming conventions.

605
00:32:52.920 --> 00:32:56.645
Submit to Grants.gov early so
you can correct any errors and

606
00:32:56.645 --> 00:32:59.760
avoid any trauma related to
technology challenges.

607
00:33:04.080 --> 00:33:07.346
It's important to get your
application submitted online

608
00:33:07.346 --> 00:33:09.680
through Grants.gov before the
deadline.

609
00:33:10.440 --> 00:33:14.400
IMLS does not accept
applications by mail or email.

610
00:33:15.520 --> 00:33:19.448
In order to register with
Grants.gov, you must have an

611
00:33:19.448 --> 00:33:24.091
active SAM.gov registration and
Unique Entity Identifier number,

612
00:33:24.091 --> 00:33:25.519
also known as a UEI.

613
00:33:26.560 --> 00:33:30.117
So make sure your registrations
for both of these sites are

614
00:33:30.117 --> 00:33:33.615
complete, your accounts are
active, and that any necessary

615
00:33:33.615 --> 00:33:34.920
passwords are current.

616
00:33:35.640 --> 00:33:38.768
These registrations expire
periodically, so do not wait

617
00:33:38.768 --> 00:33:41.840
until it's time to hit the
'submit' button to check on

618
00:33:41.840 --> 00:33:42.120
them.

619
00:33:43.000 --> 00:33:46.142
You should coordinate with any
other staff members, such as

620
00:33:46.142 --> 00:33:49.390
your Authorized Organization
Representative, who may hold the

621
00:33:49.390 --> 00:33:51.799
accounts and passwords you'll
need to submit.

622
00:33:53.160 --> 00:33:57.616
Both the SAM.gov and Grants.gov
websites have robust help

623
00:33:57.616 --> 00:33:59.000
features and FAQs.

624
00:33:59.880 --> 00:34:03.445
If you run into technical issues
with either of these sites, you

625
00:34:03.445 --> 00:34:06.792
should reach out to their help
desks and request a tracking,

626
00:34:06.792 --> 00:34:10.028
case, or ticket number in order
to document your issue and

627
00:34:10.028 --> 00:34:11.400
attempts at resolving it.

628
00:34:12.760 --> 00:34:16.700
Failure to have active SAM.gov
or Grants.gov registrations by

629
00:34:16.700 --> 00:34:20.768
the application deadline is not
an excuse for submitting a late

630
00:34:20.768 --> 00:34:23.120
application, so, again, start
early.

631
00:34:26.640 --> 00:34:29.828
There are many components to the
application, and the Narrative

632
00:34:29.828 --> 00:34:32.320
is an essential and critical
part of the package.

633
00:34:33.000 --> 00:34:36.415
Peer reviewers – museum
professionals from all types of

634
00:34:36.415 --> 00:34:40.075
museums – will be selected by
IMLS to read each application

635
00:34:40.075 --> 00:34:43.369
and provide constructive and
critical comments on the

636
00:34:43.369 --> 00:34:46.480
strengths and weaknesses of the
proposed projects.

637
00:34:47.280 --> 00:34:50.870
They also base their reviews
only on the information

638
00:34:50.870 --> 00:34:55.273
contained in the application. So
don't assume that a reviewer or

639
00:34:55.273 --> 00:34:59.338
IMLS will know something about
your museum or your proposed

640
00:34:59.338 --> 00:34:59.880
project.

641
00:35:01.080 --> 00:35:04.948
To help make sure your Narrative
is as clear and complete as

642
00:35:04.948 --> 00:35:08.562
possible: revisit the AAHC
Notice of Funding Opportunity

643
00:35:08.562 --> 00:35:11.480
and follow the narrative outline
it provides.

644
00:35:12.400 --> 00:35:16.204
Be sure to consider the review
criteria associated with each

645
00:35:16.204 --> 00:35:18.200
section of the of the Narrative.

646
00:35:19.280 --> 00:35:23.161
Use headings, subheadings, or
even numbered sections in your

647
00:35:23.161 --> 00:35:26.280
Narrative to make it easy for
reviewers to read.

648
00:35:27.440 --> 00:35:30.840
Avoid generalities, acronyms,
and jargon.

649
00:35:31.200 --> 00:35:33.821
The people who will review your
application are museum

650
00:35:33.821 --> 00:35:36.777
professionals, but they may not
be totally familiar with your

651
00:35:36.777 --> 00:35:38.160
particular field's shorthand.

652
00:35:38.160 --> 00:35:42.080
Make it easy for them to
understand what you mean.

653
00:35:43.360 --> 00:35:46.613
An advantage to starting your
application early is that you

654
00:35:46.613 --> 00:35:49.704
can ask a colleague to review
everything with fresh eyes

655
00:35:49.704 --> 00:35:50.680
before you submit.

656
00:35:51.240 --> 00:35:54.838
Ask them to act like a reviewer
who's seeing this for the first

657
00:35:54.838 --> 00:35:55.120
time.

658
00:35:56.760 --> 00:36:00.061
At the bottom of this slide is a
link to the IMLS website where

659
00:36:00.061 --> 00:36:02.280
you may sign up to become a peer
reviewer.

660
00:36:03.080 --> 00:36:06.792
Even if you decide to submit an
application for this round, you

661
00:36:06.792 --> 00:36:08.880
may still serve as a peer
reviewer.

662
00:36:13.160 --> 00:36:16.552
Here are a few important dates
relating to the AAHC

663
00:36:16.552 --> 00:36:17.400
applications.

664
00:36:18.160 --> 00:36:23.488
Applications must be received
through Grants.gov by 11:59 PM

665
00:36:23.488 --> 00:36:26.720
Eastern Time on November 15th,
2024.

666
00:36:27.480 --> 00:36:29.520
The date is non-negotiable.

667
00:36:30.360 --> 00:36:34.720
The time stamp is auto generated
by the Grants.gov system and we

668
00:36:34.720 --> 00:36:36.800
have no ability to override it.

669
00:36:37.400 --> 00:36:40.969
We will say this repeatedly, to
start early and submit your

670
00:36:40.969 --> 00:36:42.040
application early.

671
00:36:42.640 --> 00:36:45.727
That way, if you encounter a
difficulty of any kind when

672
00:36:45.727 --> 00:36:49.085
submitting your application,
you'll have some time to resolve

673
00:36:49.085 --> 00:36:50.440
the problem and resubmit.

674
00:36:52.000 --> 00:36:55.101
After the application deadline,
IMLS staff will review your

675
00:36:55.101 --> 00:36:57.480
application for completeness and
eligibility.

676
00:36:58.360 --> 00:37:01.320
You will hear from us via email
if there are any problems.

677
00:37:02.480 --> 00:37:06.285
Next, we will select experienced
and knowledgeable peer reviewers

678
00:37:06.285 --> 00:37:09.630
to read your applications and
provide scores and comments

679
00:37:09.630 --> 00:37:13.148
based on the criteria outlined
in the AAHC Notice of Funding

680
00:37:13.148 --> 00:37:13.840
Opportunity.

681
00:37:15.000 --> 00:37:18.742
IMLS staff will examine your
budget, your financials, and

682
00:37:18.742 --> 00:37:21.840
your track record with past and
current grants.

683
00:37:22.640 --> 00:37:26.670
We then prepare materials for
the IMLS Deputy Director for

684
00:37:26.670 --> 00:37:28.720
Museums and the IMLS Director.

685
00:37:29.280 --> 00:37:33.102
By law, the IMLS Director is
charged with the authority and

686
00:37:33.102 --> 00:37:36.607
responsibility to make final
award decisions, and this

687
00:37:36.607 --> 00:37:38.199
typically happens in May.

688
00:37:39.320 --> 00:37:43.261
In early June 2025, we will
notify you by e-mail of the

689
00:37:43.261 --> 00:37:47.694
award decisions and provide the
scores and comments created by

690
00:37:47.694 --> 00:37:48.680
the reviewers.

691
00:37:49.160 --> 00:37:53.421
AAHC projects must be scheduled
to start on the first day of

692
00:37:53.421 --> 00:37:54.120
July 2025.

693
00:37:59.840 --> 00:38:03.044
As you read through the NOFO and
prepare your application,

694
00:38:03.044 --> 00:38:06.520
additional questions may arise
before the application deadline.

695
00:38:07.120 --> 00:38:10.315
We can help you with learning
more about the AAHC grant

696
00:38:10.315 --> 00:38:13.853
program or other grant programs
at IMLS, address any specific

697
00:38:13.853 --> 00:38:17.162
concerns with the various
application components, or help

698
00:38:17.162 --> 00:38:19.160
you understand the review
process.

699
00:38:20.040 --> 00:38:23.800
You may contact IMLS program
staff by email or phone.

700
00:38:24.320 --> 00:38:28.099
Contact information is listed on
the grant program landing page

701
00:38:28.099 --> 00:38:29.280
on the IMLS website.

702
00:38:30.560 --> 00:38:34.040
You may also schedule a
counseling call to meet directly

703
00:38:34.040 --> 00:38:35.200
with program staff.

704
00:38:35.640 --> 00:38:39.947
Use the links found on the Grant
program landing page to find an

705
00:38:39.947 --> 00:38:42.400
available time slot on our
calendar.

706
00:38:43.400 --> 00:38:46.752
You will then receive an e-mail
with a calendar invite and

707
00:38:46.752 --> 00:38:48.400
Microsoft Teams meeting link.