In an effort to build the capacity of a diverse, skilled workforce for the library community, the Idaho Commission for Libraries (ICfL) provides Summer Intern Grants of $1,500 to public libraries to support an intern for the summer of 2024. With this grant, the library, the intern, and the intern’s mentor will collaborate on a project or set of goals and expose the intern to working in a library for several weeks in the summer.   

The library is encouraged to practice inclusive recruitment techniques in order to develop a diverse pool of internship applicants. Diversity can encompass a wide range of characteristics within any community. For example, economic and income differences; racial and ethnic groups; gender and sexual orientation; primary language spoken at home; disability status and neurodiversity; among other factors. 

1. Expand and enhance the future library workforce in the community by exposing interns to career opportunities within the field and providing hands-on training.
   
   
2. Build the institutional capacity of libraries by giving library staff the opportunity to develop and practice leadership/mentorship skills.
   
   
3. Expand the role libraries play in workforce development in their communities by supporting and developing the workplace skills of young people or people seeking to change careers.

This grant is open to public and special (including tribal) libraries in Idaho. One application/award per library legal entity. Multi-branch systems must submit a single application. For definitions of library types, please see ICfL’s grant eligibility requirements at https://libraries.idaho.gov/grants-funding/grant-eligibility/.

To apply for this grant, the organization must provide a Unique Entity Identifier (UEI) number from the federal System of Award Management (SAM.gov). The UEI is a requirement for grantees receiving federal funds administered by the ICfL and replaces the requirement for a DUNS number. Obtaining a UEI is free, but can take upwards of a week to several months if your entity is not already in the SAM system. Please see the SAM website for more information: https://sam.gov/content/home.

Submit Applications: February 5 - March 5, 2024

Grant Period: March 25 - September 1, 2024

Orientation Webinar for Grant Recipients: Mid-April

Libraries Advertise Internships, Conduct Interviews, and Hire Interns: April - June

Interim Report Due: July 17, 2024

Final Report Due: September 1, 2024

1. Award Summary. The ICfL will disburse a grant award in the amount of $1,500 to each approved library for the purpose of hiring an intern or interns during summer 2024.
   
   
2. Required Activities. 
   
   1. The library agrees to hire an intern in high school, in a post-secondary program (such as college or technical training), or seeking to develop new skills or competencies for the purpose of changing careers. Hiring must be in compliance with Idaho labor laws and minimum age requirements.
   
   2. The library must use, to the best of its ability and resources, inclusive recruitment techniques that encourage a diversity of applicants.
   
   3. The library must provide at least one experienced staff member to serve as the intern’s mentor and must create a plan for a meaningful mentorship experience, including goals and objectives for the internship.
   
   4. The library must use grant funds to provide a stipend or hourly wages for each intern. Funds may also be used to cover standard recruitment and payroll expenses (such as Social Security) associated with the intern.
   
   5. The library must record and report the total hours worked for each intern and must provide an itemized expense and/or payroll report with the final grant report.
   
   6. Participate in a grant orientation webinar with the ICfL in mid-April to review grant requirements and go over tips for successful internship programs.
   

   7. In addition to the requirements above, the ICfL strongly recommends that participating libraries incorporate the following elements into their internship program:

   a. The work assigned to the intern should be of sufficient quality and relevance to allow the intern to develop new skills and abilities. Where possible, the internship should include completion of a project that allows the intern take ownership of their work.

   b. The mentor(s) assigned to the intern should have an interest in developing their own leadership skills and must have the time and capacity to provide guidance and direction to the intern.

   c. In creating their mentorship plan, the intern and their mentor should review the intern’s goals and needs, create clear expectations for the project, and check in regularly on progress. The library might consider having the intern complete a brief self-evaluation at the beginning, middle, and conclusion of the internship.

   d. Libraries that choose to incorporate a virtual/remote component to their internship should take special care to set clear expectations and create a plan for communication and supervision for work that is done remotely.

   e. The internship should include opportunities to learn about library science, program development, community outreach, or other topics relevant to library work.

3. Allowable Expenditures. A grantee may only use program funds for allowable costs, as defined in the federal grant funds Uniform Guidance (2 C.F.R. Part 200), which includes the requirement that costs be reasonable and necessary for the accomplishment of program objectives. The following is an abbreviated list of allowable grant expenses. 

   1. Compensation including wages, stipends, and benefits for summer interns. This is intended to support the library with additional funds necessary to hire a summer intern, and not replace wages of existing employees.
   
   2. Payroll expenses such as Social Security.
   
   3. Advertising or publicity for the recruitment of the summer intern(s).
   
   4. Training and educational supplies, costs, or services for the intern and/or the mentor, not to exceed 10% ($150) of the award total. This cost is intended to support the intern and/or mentor with supplemental materials or trainings associated with the library field, professionalism, leadership, mentorship, or other directly applicable topics.
   
   
4. Non-allowable Expenditures. The following is an abbreviated list of non-allowable grant expenses. It is not intended to be exhaustive or exclusive. Applicants should contact the ICfL if they are unsure if a cost is allowable. The following items are not allowable grant expenses:
   
   1. Materials and supplies.
   2. Food and beverages.
   3. Services.
   4. Travel.
   6. Professional and consultant services.
   7. Capital expenditures related to the purchase of real property, buildings, or motor vehicles.
   8. Construction expenditures related to the improvement or expansion of buildings and facilities.
   9. Advertising or publicity not related directly to recruiting a summer intern.
   10. Promotional items and memorabilia, including models, gifts, and souvenirs.
   11. Apparel.
   
   
5. Reporting Requirements. 
   
   1. Document grant expenditures through receipts, accounting system reports, payroll reports, and/or invoices. Spending documentation must be submitted with the final report. Any grant funds not accounted for through documented spending must be returned to the ICfL.
   
   2. Collect program data required by the ICfL for submission with the final report.
   
   4. Submit interim report by July 17, 2024.
   
   5. Submit final report by September 1, 2024. All funds must be expended and documented by this date.
   
   
6. Records Retention. The grantee must retain grant records for a period of three years following the end of the award period. Records include the grant application/agreement, award letter, correspondence, reports, receipts, and payroll records.
   
   
7. Acknowledgement. This grant is administered by the Idaho Commission for Libraries and was made possible in part by the federal Institute of Museum and Library Services (IMLS) award number LS-253624-OLS-23, Assistance Listing Number 45.310. Please acknowledge the IMLS and ICfL in signage, brochures, websites, press releases, and public events funded by or describing this grant program.
   
   
8. Funding. The ICfL plans to disburse funds to awarded libraries at the beginning of the grant period. A check will be mailed from the State of Idaho to the W-9 provided by the library. An organization may choose to sign up for electronic deposits by contacting the ICfL. Disbursement of awards is conditional upon the ICfL’s receipt of funds from the IMLS. If funds become unavailable to the ICfL for any reason, the ICfL reserves the right to delay or withhold funding from awarded libraries, or cancel this grant program. The ICfL will notify awarded libraries in writing if funding becomes unavailable. 

The online application must be completed in one sitting and cannot be saved for completion at a later time. We suggest drafting responses in a separate document prior to completing the online form. The application must be signed and submitted with an electronic signature on or before March 5, 2024 at 11:59 p.m. MT. This application will serve as your official grant agreement if you are notified in writing that you have been approved for funding. The ICfL will notify all applicants whether or not they were selected for funding.

If you have questions about the application process, please contact either of the following staff members at the Idaho Commission for Libraries:

• Amelia Valasek, Partnerships and Programs Supervisor, at amelia.valasek@libraries.idaho.gov, (208) 639-4138
  
  
• Talela Florko, Grants/Contracts Officer, at talela.florko@libraries.idaho.gov, (208) 639-4164

Applications deemed eligible and complete will be ranked by an ICfL grant review committee using a scoring rubric based upon the application narrative questions. Each narrative question identifies the number of associated points for that question. Grant reviewers may also take into account the geographic distribution of applicants when ranking.

Successful applications will (1) directly answer the questions being asked, (2) provide specific information in its responses, (3) demonstrate a well-conceived plan of action, and (4) address the desired outcomes for the grant listed above.
Supporting documentation will also be taken into consideration but is not required. Examples include an intern self-evaluation form, a draft intern interview script, or resume of proposed mentor. 

Official award notifications will be signed by the ICfL authorizing official, the State Librarian, or alternate assigned official. The completed application signed by the applicant, along with the official award notification signed by the ICfL authorizing official, will serve as the agreement/contract for this grant.

Applicants receiving grant funds disbursed by the ICfL must agree to comply with the following federal assurances and certifications. Please note, if you cannot agree to all these statements, your library will not be eligible to apply for this grant.

Nondiscrimination
The applicant certifies that it will comply with the following nondiscrimination statues and their implementing regulations:  

A. Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. § 2000d et seq.), which prohibits discrimination on the basis of race, color, or national origin (note: as clarified by Executive Order No. 13166, the applicant must take reasonable steps to ensure that limited English proficient (LEP) persons have meaningful access to the applicant’s programs (see IMLS guidance at 68 Federal Register 17679, April 10, 2003);

B. Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 701 et seq. including §794), which prohibits discrimination on the basis of disability (note: IMLS applies the regulations in 45 C.F.R. part 1170 in determining compliance with section 504 as it applies to recipients of Federal assistance);

C. Title IX of the Education Amendments of 1972, as amended (20 U.S.C. §§ 16811683, 1685–1686), which prohibits discrimination on the basis of sex in education programs;

D. The Age Discrimination in Employment Act of 1975, as amended (42 U.S.C. § 6101 et seq.), which prohibits discrimination on the basis of age; and

E. The requirements of any other nondiscrimination statute(s) which may apply.

Debarment and Suspension
The applicant shall comply with 2 C.F.R. part 3185 and 2 C.F.R. part 180, as applicable. The authorized representative, on behalf of the applicant, certifies to the best of his or her knowledge and belief that neither the applicant nor any of its principals:

A. Are presently excluded or disqualified;

B. Have been convicted within the preceding three years of any of the offenses listed in 2 C.F.R. §180.800(a) or had a civil judgment rendered against it or them for one of those offenses within that time period;

C. Are presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses listed in 2 C.F.R. §180.800(a); or

D. Have had one or more public transactions (Federal, State, or local) terminated within the preceding three years for cause or default.

Where the applicant is unable to certify to any of the statements in this certification, the authorized representative shall attach an explanation.

The applicant is required to comply with 2 C.F.R. part 180 subpart C (Responsibilities of Participants Regarding Transactions Doing Business with Other Persons) as a condition of participation in the award. The applicant is also required to communicate the requirement to comply with 2 C.F.R. part 180 subpart C (Responsibilities of Participants Regarding Transactions Doing Business with Other Persons) to persons at the next lower tier with whom the applicant enters into covered transactions.

Prohibition Against Lobbying, Publicity, and Propaganda
In accordance with Federal appropriations law, no funds provided through this grant or contract may be used for publicity or propaganda purposes for the preparation, distribution, or use of any kit, pamphlet, booklet, publication, electronic communication, radio, television, or video presentation designed to support or defeat the enactment of legislation before the Congress or any State or local legislature or legislative body or designed to support or defeat any proposed or pending regulation, administrative action, or order issued by the executive branch of any State or local government. No IMLS funds may be used to pay the salary or expenses of any grant or contract recipient, or agent acting for such recipient, related to any activity designed to influence the enactment of legislation, appropriations, regulation, administrative action or Executive order proposed or pending before the Congress or any State government, State legislature or local legislature or legislative body.

Certification Regarding Lobbying Activities
For applicants entering into a grant or cooperative agreement in excess of $100,000 (as required by 31 U.S.C. § 1352), the applicant certifies to the best of his or her knowledge and belief that:

A. No Federal appropriated funds have been paid or will be paid, by or on behalf of the authorized representative, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

B. If any funds other than Federal appropriated funds have been paid or will be paid to any person (other than a regularly employed officer or employee of the applicant, as provided in 31 U.S.C. § 1352) for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the authorized representative shall complete and submit Standard Form LLL, “Disclosure of Lobbying Activities,” in accordance with its instructions.

C. The authorized representative shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance is placed when the transaction is made or entered into. Submission of this certification is a prerequisite for making or entering into the transaction imposed by 31 U.S.C. § 1352.

Trafficking in Persons
The applicant must comply with Federal law pertaining to trafficking in persons. Under 22 U.S.C. §7104(g), any grant, contract, or cooperative agreement entered into by a Federal agency under which funds are to be provided to a private entity shall include a condition that authorizes the Federal agency (IMLS) to terminate the grant, contract, or cooperative agreement, or take other authorized actions, if the grantee or any subgrantee, or the contractor or any subcontractor, engages in, or uses labor recruiters, brokers, or other agents who engage in trafficking in persons, the procurement of a commercial sex act, the use of forced labor, or acts that directly support or advance trafficking in persons.

Internet Safety
The applicant shall comply with Idaho Code 33-2741, if applicable. If Federal funds are used to purchase computers used to access the internet or to pay for direct costs associate with accessing the internet, the authorized representative provides assurances that the applicant is in compliance with 20 U.S.C. § 9134(f), which sets out standards relating to internet safety for libraries that do not receive services at discount rates under § 254(h)(6) of 47 U.S.C.

Please review the following statements before signing and submitting this application:

A. If awarded, the library agrees to meet the grant requirements outlined in this application/agreement.

B. If awarded, the applicant’s legal entity agrees to expend all funds received for the purposes outlined in this application/agreement and understands that any grant funds that are not expended at the end of the grant period must be returned to the ICfL.

C. I certify that the statements herein are true, complete, and accurate to the best of my knowledge.

D. I certify that I have the authority to submit this application on behalf of my organization.

If you have any questions about this program or your application please contact Amelia Valasek, Partnerships and Programs Supervisor, amelia.valasek@libraries.idaho.gov, (208) 639-4138 or Grants/Contracts Officer Talela Florko at talela.florko@libraries.gov, (208) 639-4164. Applicants will be notified of their grant status by March 25, 2024.