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CCDI Artist/Scholar in Residence Q&As

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This post was updated on July 28, 2023 to include additional answers to questions about this opportunity.

The Connecting Communities Digital Initiative (CCDI) announced the next open application period for their Artist/Scholar in Residence program on May 17, 2023.

Applications are due by 2pm Eastern Time on August 7, 2023.

If you have a question about the Artist or Scholar in Residence program, please send an email to [email protected]. Please write your email subject as follows: Notice 030ADV23R0033 – Of the People Widening the Path: Connecting Communities Digital Initiative – 2023.

Below you will find responses to questions we’ve received about this opportunity:

  1. I’m interested in applying for the CCDI artist or scholar in residence, and wanted to ask whether I would be eligible if I was likely to be out of the country for the majority of the time. I would be able to meet the requirement to spend “at least 10 cumulative days in person to meet staff, utilize Library of Congress resources, and to participate in occasional CCDI activities” in the beginning, but were the residency awarded, I may only be able to have virtual interactions for much of the remainder of the time.

    Per Section C (Eligibility Information) of the Notice of Funding Opportunity, eligible applicants must propose a project that must be conducted within the United States or U.S. commonwealth or territory.

  2. I would like to submit a VSF form in lieu of the Sam.gov registration. How do I submit the VSF form?

    I was hoping that I could learn more at the webinar on June 1st, but unfortunately I will be on a flight at the same time. Will there be a way to watch it back?

    Per Section D.4 (System for Award Management [SAM.gov]/Vendor Survey Form) of the Notice, applicants can complete a Vendor Survey Form (VSF) that will be provided during the award process. The VSF is not available at the application stage.

    Yes, a link to the recording will be provided at: www.loc.gov/programs/of-the-people/represent/artist-scholar-in-residence/. Applicants may also watch a pre-recorded webinar on the Artist or Scholar in Residence application page (see link above).

  3. Good Evening can you please give me a call when you get a chance trying to apply for a grant

    Per Section D.2 (Questions and Answers/Webinars) of the Notice, all questions must be submitted via email to [email protected] no later than the date stated in Section B (July 27, 2023 at 2:00 PM Eastern Time). Answers will be provided in an online Questions and Answers document hosted at www.loc.gov/programs/of-the-people/represent/artist-scholar-in-residence/.

  4. Can you please clarify the requirements for the LOC artist/scholar in residence? The section C eligibility requirements and the OTP brochure have different information.

    I was delighted to see the grant and have an idea for a technology/artistic use of these archives. However, before I enter into the detailed work required can you please tell me if I am even eligible? I am not a person of color, I am Jewish/Caucasian. As well, do you know if this idea has already been addressed in a way the LOC is satisfied with?

    For the CCDI Artist or Scholar in Residence Award, the Notice of Funding Opportunity posted to grants.gov is the official guiding document to which all applicants should refer.

    Per Section C (Eligibility Information) of the Notice, eligible applicants must be individuals who are U.S. citizens or Permanent Residents based in any of the 50 U.S. states, the District of Columbia, territories, and commonwealths (Puerto Rico, Northern Mariana Islands, Guam, American Samoa, U.S. Virgin Islands). Eligible applicants must propose a project that must be conducted within the United States or U.S. commonwealth or territory. There is no restriction on applicants on the basis of race, color, or national origin, per Title VI of the Civil Rights Act of 1964, as amended (42 U.S.C. § 2000d et seq.).

    As stated in Section A (Program Description) of the Notice, funded projects under this award should 1) imaginatively study, experiment with, and/or critique the Library’s digital collections, materials and/or services; and 2) center on the lives, experiences and perspectives of Black, Indigenous, Hispanic or Latino, Asian American and Pacific Islander, and other communities of color in the United States. Please note that the Library does not provide feedback on individual project proposals for this funding opportunity.

  5. I have a Master’s degree in Public Health and I’m interested in creating outreach programs. For these grants, do I need to be associated to a company? How do I get started?

    Per Section C of the Notice, this opportunity is only open to individuals; organizations and institutions are not eligible under this announcement.For more information on the award and how to apply, we encourage you to watch the pre-recorded webinar on the Artist or Scholar in Residence opportunity webpage: www.loc.gov/programs/of-the-people/represent/artist-scholar-in-residence/.

  6. Is this opportunity open to writers as well?

    Yes. Writers fit under the categories of artist and/or scholar. We encourage you to review the eligibility requirements. Eligible applicants must be individuals who are U.S. citizens or Permanent Residents. Additional information about eligibility is found in Section C of the Notice. If your proposal aligns with the purpose of this program as outlined in Section A.2 of the Notice, we encourage you to apply.

  7. I have just a few questions regarding this Notice. I am an individual, an unemployed mother with a fine arts background. Am I eligible for this opportunity?

    Also, to make sure I understand: Is the idea to research the LOC digital databases in attempts to connect or expand the study of a particular subject? And ultimately include my findings [my project] (in whatever form of my choice) in the digital library of the LOC.

    Eligible applicants must be individuals who are U.S. citizens or Permanent Residents. Additional information about eligibility is found in Section C of the Notice. You can find a link to the Notice on the Artist or Scholar in Residence webpage: www.loc.gov/programs/of-the-people/represent/artist-scholar-in-residence/.

    Per Section A.2 of the Notice, yes, proposals should explain how applicants would approach the digitized collections, born-digital materials, and/or digital services in the Library. While there is tremendous flexibility in the form that artist or scholar in residence projects might take, common to all projects must be deep engagement with digital collections, materials, and/or services available at the Library of Congress that will have a meaningful public impact. Please note that final projects will not be incorporated into the Library’s catalog.

  8. Specifically if you can assist in send me an editable copy of the “Application for Federal Domestic Assistance-Individual SF-24”.

    An editable version of the SF-424 form is available in the Related Documents section of the Notice posted to grants.gov: https://www.grants.gov/web/grants/view-opportunity.html?oppId=348072You can also download the latest version of the form here: https://www.grants.gov/web/grants/forms/sf-424-individual-family.html

  9. I wanted to inquire if artist-scholars that are based in the US on F1 student visas are eligible to apply for the residency?

    Eligible applicants must be individuals who are U.S. citizens or Permanent Residents. Additional information about eligibility is found in Section C of the Notice of Funding Opportunity.

  10. I am reaching out to inquire about the eligibility of my proposal. Specifically, my proposal includes a component that aligns with the requirements for the completion of my master’s degree in oral history at XXX University. I am seeking clarification on whether such a proposal would still be considered eligible for application.

    Per Section C.2 of the Notice: To be eligible, projects must involve original scholarly or artistic production that will have a public impact. This award is not intended to support research projects undertaken for the completion of university degrees, and the Library will not support such projects. Per Section D of the Notice, the Library does not provide feedback on individual project proposals for this funding opportunity.

  11. I do have a few questions about a project I am at work on and wondered if it is possible to speak with someone.

    Per Section D.2 of the Notice of Funding Opportunity, all questions must be submitted via email to [email protected] no later than July 27, 2023 at 2:00 PM Eastern Time. Per Section D of the Notice, the Library does not provide feedback on individual project proposals for this funding opportunity. We encourage you to review the Criteria for Proposal Evaluation to determine if this award is a good fit for your project. Please review Section E of the Notice.

  12. Can I still apply? I’m a mixed media surrealist artist.

    There are no restrictions in this Notice related to the medium of the artist. If you meet the eligibility requirements as outlined in Section C of the Notice of Funding Opportunity and your proposed project meets the purpose of the program as laid out in Section A.2 of the Notice, then we encourage you to apply.

  13. I have questions related to the SAM.GOV enrollment. I am not sure what to enter at the “Enter Incorporation Information” screen.

    As the Library cannot assist with individual SAM.gov registrations, we encourage applicants facing any issues to consult the “Help” tab on SAM.gov.

  14. I am an artist based in XX with a digital media project called the XX. The XX is a vintage phonebooth that patrons can dial a number on a payphone and listen to a poetry or music recording through the earpiece.

    I am working with a Project Manager to redesign the project and create a more streamlined experience for the user. We plan to create new software, a touch-screen for searching for poems and a newly designed and fabricated physical structure for the art to be housed in.

    I would use the LOC grant money to help create the new version of the XX. I have already located a number of poetry and musical recordings in the LOC digital archive and would contact the poets (or estates) personally to obtain rights of usage for the XX. This would strengthen the LOC and public connection as well as “remix and reuse Library digital collections in creative ways” (stated as a desired outcome in the LOC grant materials.)

    Would the Library define this as a new project? This funding would be used for new project development.

    While we cannot directly respond to your specific project, we can state that proposals can build on existing projects. Our current Scholar in Residence, Maya Cade, founder and creator of the Black Film Archive, was successful in her proposal to create something new on an existing project. You can read about her project here.

    We encourage you to review Section A.2 of the Notice: “The project should result in public-facing artistic work or scholarship that will expand our imaginations both within and outside of the Library. Proposals should explain how the artists or scholars would approach the digitized collections, born-digital materials, and/or digital services in the Library. While there is tremendous flexibility in the form that artist or scholar in residence projects might take, common to all projects must be deep engagement with digital collections, materials, and/or services available at the Library of Congress that will have a meaningful public impact.”

  15. I am writing on behalf of me and my colleague with an inquiry for the CCDI Artist/Scholar Residence Grant. My colleague and I are a black feminist writing duo currently working on a joint artistic-scholarly project which engages in digital media, art, creative writing and the archives through a critical black feminist lens–thus, I am reaching out to inquire whether it is possible for us to apply together as a collective or if the grant is limited to individuals?

    Per Section C.2 of the Notice of Funding Opportunity, this opportunity is only open to individuals. An applicant that is planning to engage partners, consultants, collaborators and/or service providers (Third Parties), as described below, must include all such related costs in the Budget Plan Workbook and Budget Narrative Plan. However, the applicant is responsible for all work that will be completed under the award agreement and the Library will have no contractual relationship with Third Parties.

  16. I wanted to check if this grant is open to UK residents.

    Per Section C of the Notice of Funding Opportunity, eligible applicants must be individuals who are U.S. citizens or Permanent Residents based in any of the 50 U.S. states, the District of Columbia, territories, and commonwealths (Puerto Rico, Northern Mariana Islands, Guam, American Samoa, U.S. Virgin Islands). Eligible applicants must propose a project that must be conducted within the United States or U.S. commonwealth or territory.

  17. Can you explain what “no cost-sharing” means? Does that mean that everything for the project has to be funded by LOC?

    Correct, the costs of the project must not be shared with another entity or program outside of the Library of Congress per Section C.3 of the Notice.

  18. Is the CCDI Artist/Scholar in Residence Application only open to individuals or can two or more people apply?

    Per Section C.2 of the Notice of Funding Opportunity, this opportunity is only open to individuals. An applicant that is planning to engage partners, consultants, collaborators and/or service providers (Third Parties), as described below, must include all such related costs in the Budget Plan Workbook and Budget Narrative Plan. However, the applicant is responsible for all work that will be completed under the award agreement and the Library will have no contractual relationship with Third Parties.

  19. I am in the process of completing my application for the CCDI Artist in Residence Application. I am currently registered on the SAM.gov site but I was wondering if I needed a unique entity id. I ask because when I tried to register for one they asked for a business name and I am applying as an individual.

    Please advise on whether I need a unique entity id and if so, if it is possible to receive one as an individual or if you must be registered as or associated with a business.

    Per Section D.4 of the Notice of Funding Opportunity, successful applicants will need to be registered in a federal system that supports the payment process. Although the Library prefers applicants to register on SAM.gov, applicants can also complete a Vendor Survey Form (VSF). The VSF will be provided to applicants prior to being awarded, but not at the application stage.

  20. I had a quick question regarding the CCDI application. Are artist allowed to apply as an artist collective or can only one person’s name be on the application?

    Per Section C.2 of the Notice of Funding Opportunity, this opportunity is only open to individuals. An applicant that is planning to engage partners, consultants, collaborators and/or service providers (Third Parties), as described below, must include all such related costs in the Budget Plan Workbook and Budget Narrative Plan. However, the applicant is responsible for all work that will be completed under the award agreement and the Library will have no contractual relationship with Third Parties.

  21. For the application for the CCDI Artist/Scholar in Residence application, I wanted to ask a question that I hope clarifies something regarding the SAM.gov registration. The application specifies that applicants are to register as an entity.

    Since the Library of Congress is a federal institution, should I assume that this registration qualifies as doing business with an organization that receives funding directly from the federal government?

    For assistance with registering as an individual on SAM.gov, please consult their Help and/or Contact pages.

  22. When I go to register as a new entity with sam.gov they are asking if Library of Congress needs me to have a ‘Cage code’ or only a ‘Unique entity’ ID number.

    If you chose to register on SAM.gov, you should be issued a Unique Entity ID (UEI) after completing the registration process.

  23. I intend to apply for a CCDI Artist/Scholar in Residence program, and was looking into some of the supporting materials on the website after watching the webinar.

    Unfortunately, all of the links (i.e. Notice of Funding Opportunity PDF, etc) are not working at this address: www.loc.gov/programs/of-the-people/represent/artist-scholar-in-residence/

    Would you be able to connect me with someone who can send me the PDF for the following:

    • Notice of Funding Opportunity (Notice)
    • Application Checklist
    • Project Narrative Template
    • Budget Plan Narrative
    • Budget Plan Worksheet Template

    We have reviewed the webpage in question, and can confirm that the links for all documents included mentioned are working. You may want to use a different internet browser if you are experiencing difficulty viewing or downloading the files. Alternatively, you can view the Notice of Funding Opportunity and all related attachments on grants.gov: https://www.grants.gov/web/grants/view-opportunity.html?oppId=348072

  24. I’m interested in applying to the CCDI Artist/Scholar in Residence program, and I was confused about the length requirement for the Project Narrative portion of the application. It says the Project Details can be up to 5 additional pages but then it also says the Narrative should be no longer than 8 pages. Can you please clarify?

    Per Section D.5.1 of the Notice of Funding Opportunity, the Proposal Narrative should include a cover page, narrative, and appendices. The main body of the proposal must not be longer than 8 double-spaced pages in 11-point font. (Note: The 8-page limit does not include the Cover Page or Appendices.) Please note that the Project Narrative Template has been amended as of July 21, 2023 to reflect the 8-page limit as described in the Notice.

  25. I am a professional performing artist and academician based in West Palm Beach, Florida. As I prepare my application I wanted to inquire about the following:

    • Can proposals include the commissioning or partnering with another artist to carry out sections of the proposed project; or
    • Should the proposal only include the creative work produced/composed by me (the applicant)?

    Per Section C.2 of the Notice of Funding Opportunity, this opportunity is only open to individuals. An applicant that is planning to engage partners, consultants, collaborators and/or service providers (Third Parties), as described in the Notice, must include all such related costs in the Budget Plan Workbook and Budget Narrative Plan. However, the applicant is responsible for all work that will be completed under the award agreement and the Library will have no contractual relationship with Third Parties.

  26. For most of my working career I have been paid through my businesses – formerly an INC – now changed to an LLC – including work I did decades ago for the Library of Congress.

    Will this registration be acceptable for the CCDI Grant application? I know time is running out to have enough lead time for registering via SAM.

    Per Section D.4 of the Notice of Funding Opportunity, if you have an existing SAM.gov registration under a personal LLC, you may request payments to be made to your LLC (provided it is listed as “active” on SAM.gov). You do not need to set up a new entity in order to receive payment from the Library.

  27. I’m writing with a question regarding the required SAM Number (UEI) for the application. I recently legally changed my name, and it’s not reflected in the required documents to register a new entity. I was wondering in the event that my UEI number is not approved before the grant application due date, could I verify this later? Alternatively, do I have the option to provide my EIN number instead? Thank you for your help.

    I was also confused about the length requirement for the Project Narrative portion of the application. It says the Project Details can be up to 5 additional pages but then it also says the Narrative should be no longer than 8 pages. Can you please clarify?

    Your UEI does not need to be fully approved at the application stage. However, it must be approved by the time and/or if an award is made. Alternatively, per Section D.4 of the Notice of Funding Opportunity, applicants can complete a Vendor Survey Form (VSF) in lieu of registering on SAM.gov. The VSF will be provided during the award process to successful applicants, not during the application stage. You have the option to provide an EIN number on the Cover Page of your application in lieu of a UEI; however, please do not provide your Social Security Number.

    Per Section D.5.1 of the Notice, the Project Narrative should include a cover page, narrative, and appendices. The main body of the proposal must not be longer than 8 double-spaced pages in 11-point font. (Note: The 8-page limit does not include the Cover Page or Appendices.)

    Please note that the Project Narrative Template has been amended as of July 21, 2023 to reflect the 8-page limit as described in the Notice.

  28. 1. How do I apply for a Unique Entity ID as an individual?

    Instructions for applying for a UEI can be found in Appendix A of the Notice of Funding Opportunity. For assistance with SAM.gov registration, please consult their Help and/or Contact pages.

    2. Whether I apply for the grant as an artist or scholar, can I choose between a resume, CV, or portfolio. Or, are portfolios strictly for artists and CVs and resumes strictly for scholars?

    Per Section D.5.1 of the Notice, applicants may choose to provide a CV and/or portfolio in the Appendices of their Project Narrative. There are no requirements specific to artists or scholars in this regard.

    3. Upon receiving the grant, would project staff and contributors be able to access library files with the awardee?

    Awardees, along with their project staff and contributors, are welcome and encouraged to explore Library materials while on-site at the Library. Any visits to the Library by project staff and contributors should be taken into consideration when developing the project budget.

    Additionally, the CCDI team has technical specialists who can assist in accessing digital assets (e.g. digital images, audio, and video files) that are accessible via the Library’s public digital collections website. CCDI cannot provide services such as scanning physical materials or granting access to rights-restricted materials.

    4. Is section G.2 (Branding) of the notice stating that awardees can’t use the Library of Congress (LOC) name as the name of whatever they’re producing but they can use the LOC name when promoting their work?

    Per Section G.2 of the Notice, subject to the Library’s prior written approval over all aspects of the use and presentation of the Library’s name and logo, Awardees may use the name Library of Congress in connection with publication, distribution, packaging, publicity, and promotion of the award project or products produced as a result of an award agreement. It shall not be used to explicitly or implicitly endorse a product or service or materials in any publication, including online, which is not connected to the award agreement.

    5. What is cost sharing and what does this grant consider to be cost sharing?

    Per 2 CFR 200.1, cost sharing or matching means any portion of project costs not paid by Federal funds or contributions (unless otherwise authorized by Federal statute). See also § 200.306. Per Section C.3 of the Notice, cost sharing is not allowed for this award.

    6. I read in the notice what the name of my proposal file should be. But for further clarification, the file name for my proposal should be 030ADV23R0033-(My Name)-Project Narrative?

    Correct. Per Section D.6 of the Notice, the accepted file naming conventions are as follows: 030ADV23R0033 – [Applicant’s Name] – Project Narrative.

    7. For the submittal date listed on the cover page, should I put the date of the day I finish and submit the proposal or the date the proposal is due?

    The submittal date on the cover page should be the date the proposal is submitted to the Library by email at [email protected].

    8. Upon winning the grant and completing my project, would the library of congress work with me to promote my product or would I have to promote it myself?

    The CCDI team regularly works with the Library’s Communications team to feature awardees on the Library’s blogs, social media, publications, and events. The awardee is also free and encouraged to promote their work to audiences in their networks and through their own communication channels.

    9. Upon winning the grant, would I be appointed a project official or would I have to acquire one myself from the LOC?

    In terms of managing and implementing your project, you are not appointed an individual Library staff member. However, the CCDI team has technical specialists who provide direct support to awardees which includes: project scoping, finding and accessing Library digital materials, assessing rights and restrictions of Library materials, facilitating connections to other Library staff, assessing technology, and consulting on project implementation.

    10. Do I have to reside in Washington DC for the first 3 months the project opens or can I choose which month(s) (with respect to the 3 month window) that I go to the LOC to fulfill library attendance and public engagement requirements?

    No, awardees are not required to reside in Washington, D.C. for the duration of their award. They may choose when to fulfill the Time at the Library requirement, as stated in Section A.3.2 of the Notice.

    11. For scheduling purposes, what date and in what year would the Summer Fuse event be happening?

    We expect Summer Fuse to take place for two days during the third week of July 2024.

    12. Can the mailing address listed on the cover page of the proposal be a P.O. Box?

    Yes, a P.O. Box address is acceptable.

  29. I am registering as an entity on SAM.gov and I’m running into an issue. In order to get a Unique Entity ID, I need a Legal Business Name. I don’t have that, I am just an individual who is applying as an artist, so I’m not sure what I should do.

    For assistance with SAM.gov registration, please consult their Help and/or Contact pages.

    Alternatively, per Section D.4 of the Notice of Funding Opportunity, applicants can complete a Vendor Survey Form (VSF) in lieu of registering on SAM.gov. The VSF will be provided during the award process to successful applicants, not during the application stage.

  30. 1. I successfully created an account on SAM.gov, however, do I need to have an LLC established to begin the entity registration process?

    For assistance with SAM.gov registration, please consult their Help and/or Contact pages.

    2. I have looked up the subject of my (potentially) proposed study, however, several of the author’s works and studies of their work are classified as “Book/Printed Material” and are denoted as “Catalog Record Only.” Based on this information, is this idea still in line with the objective of critiquing the library’s digital collection?

    The CCDI team welcomes a wide range of critiques of the Library’s digital collections in an effort to improve access to collections for all users. As stated in Section A.2 of the Notice, this critique should be done in service of the technological and social possibilities that can come from centering on one or more of the following groups: Black, Indigenous, Hispanic, Asian American or Pacific Islander, and/or other communities of color in the United States. We encourage potential applicants to consider creative methods of critique that could improve experiences for audiences across the country.

  31. I’m interested in applying for the CCDI artist or scholar in residence to create a podcast series. I’m a bit confused by the budget worksheet, though. I would need to pay for some contractors (editor, producer), but also I would need to make sure that I am remunerated for the time I’m taking away from other work. How do I account for that in the budget? Do let me know. Thanks!

    Per Section D.5.2.1 (F) of the Notice of Funding Opportunity, project activities to be undertaken by third parties for the project should be categorized as “Contractual” in the Budget Plan Worksheet. Key project personnel and/or non-contractual project staff paid for in part or full by project funds should be categorized under “Salaries, Wages, and Benefits.” Please also see the terms “contractor” and “contract” as defined in 2 CFR 200.1, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, for more information.

  32. I am in the process of completing my application for the CCDI Artist or Scholar in Residence program, but I am unable to provide documentation on SAM regarding my year of incorporation.

    The cover page of the application requires a Unique Entity ID (SAM) and/or EIN/TIN, as applicable. May I include my social security number or should I apply for an EIN through the IRS?

    For assistance with SAM.gov registration, please consult their Help and/or Contact pages. Per Section D.4 of the Notice of Funding Opportunity, applicants can also complete a Vendor Survey Form (VSF) in lieu of registering on SAM.gov. The VSF will be provided during the award process to successful applicants, not during the application stage.

    Do not provide your Social Security Number anywhere in your application. An EIN or Taxpayer Identification Number (TIN) is an alternative in lieu of a UEI. Applicants may also leave this section of the Cover Page blank if they do not have any of the three forms of identification (UEI, TIN, or EIN) mentioned above.

  33. I am interested in applying for the artist/scholar in residence opportunity and wonder if you have any examples of successful proposals that you could share with me. I am an artist AND a library and information science scholar, but would be most interested in applying as an artist in residence – if that makes any difference in the examples you’re able to provide.

    You can read more about our first Artist or Scholar in Residence awardee, Maya Cade, and her project on the Of the People blog here: blogs.loc.gov/ofthepeople/2023/05/maya-cade-shares-her-experiences-as-ccdi-scholar-in-residence/.

    You can also find a list of examples in section A.2 of the Notice of Funding Opportunity of which projects successful proposals for this award could encompass.

  34. Will it count against me if I do not register on SAM.gov in advance?

    I am trying to register on SAM.gov and running into some confusion. I have read on the blog Q&A that there isn’t a person who can assist and I am aware that if it takes three weeks to get me in the system that this needs to happen ASAP (apologies as I just found out about this opportunity!) I also read that a VSF form can substitute if the award is made.

    No, it is not an issue if an applicant does not complete SAM.gov registration prior to the application being submitted. Per Section D.4 of the Notice of Funding Opportunity, applicants can also complete a Vendor Survey Form (VSF) in lieu of registering on SAM.gov. The VSF will be provided during the award process to successful applicants, not during the application stage.

    Is there a budget worksheet example (filled in) that is available to applicants?

    We do not have a completed budget plan workbook for applicants as an exemplar at this time.

    I am assuming I should list myself and my salary as the main employee on the budget narrative? Is there guidance on what salary to pay oneself and percentage of time to list?

    If you are planning to pay yourself as key personnel on the project, you should list yourself under the Salaries, Wages and Benefits category of both budget documents. There is no recommended effort percentage or salary for applicants for this opportunity; please base it on your best estimate of the time you would commit to the project should you be awarded.

  35. Question 1.
    Is registration with sam.gov required (and in what contexts)? LOC provides conflicting guidance on this question. On the page: www.loc.gov/programs/of-the-people/represent/artist-scholar-in-residence/ , under the section: “Commonly asked questions”, step 2 indicates that SAM.gov registration is required. However, it does not specify at what level SAM.gov registration is required — there are three possible levels within SAM.gov. Additionally, all SAM.gov pathways to registration assume a business registration process. That is, that some organization is registering via SAM.gov. This is not the case for the artist in residence as an individual is applying. Second, LOC then on the QAS page suggests that a VSF form could be provided in leu of SAM.gov registration. However, context is not provided — is the VSF pathway only available for organizations? If so, what do individuals do?

    Registration with SAM.gov is recommended, but not required, for this award per Section D.4 of the Notice of Funding Opportunity. The Vendor Survey Form (VSF) is offered as an alternative to individual applicants, and only for this award. The VSF will be provided during the award process to successful applicants, not during the application stage. For assistance with SAM.gov registration, please consult their Help and/or Contact pages.

    Question 2.
    What government entity ID is required for an individual applying to the CCDI Artist/Scholar in Residence opportunity?

    If you do not have a UEI at the time of application, please provide an Employer or Taxpayer Identification Number in its stead (EIN or TIN). However, a Social Security Number should not be provided anywhere in the application.

  36. I am looking at the Project Narrative Template provided by the LOC for the CCDI Artist/Scholar in Residence opportunity. The cover page lists what information to include and then adds “Do Not Include Any Personally Identifiable Information (PII) on this form”. However, the requested information “Applicant Name”, “Applicant Phone Number”, “Applicant Mailing Address”, and “Applicant Email Address” are all personally identifiable information. What is meant by PII in the LOC context, specifically for this template for the advertised opportunity?

    PII in this context refers to the Social Security Number (SSN). Please do not provide your SSN anywhere in the application. This has been clarified in the amended Project Narrative Template uploaded to grants.gov on July 21, 2023.

  37. I have two questions for the Of the People Widening the Path Artist in Residence RFP:

    I would like to know how long the funding period is for the grant?

    Per Section B of the Notice of Funding Opportunity, the period of performance for this award is 12 months.

    If my proposal is for an art exhibit — is the expectation that the exhibit be live and ready for the public by the end of the funding period or during the funding period?

    The expectation is that the final product described in the proposal is what will be implemented by the end of the funding period. Applicants should not propose deliverables that they do not intend to finish by the end of the funding period, rather, describe what they do intend to finish by the end of the funding period. A prototype, a first draft, or a demonstration are all valid examples of final products to be completed during the funding period. For more information, please see Section A.3.1 of the Notice of Funding Opportunity.

  38. I plan on applying for the ‘Of the People: Widening the Path: CCDI’ residency. I read through all the documents and I have a few questions.

    1. I am a visual artist and plan to propose an interactive exhibition. I have image and video files of previous work larger than 20MB (combined). I saw you can separate them into different emails, but where should I include the descriptions about the work? In my narrative, or a separate sheet in my Appendices? Also, how should I reference them in my narrative statement (see Appendix 1, or email 1…etc?). I’m trying to make it as clear as possible!

    The Project Narrative requires that applicants provide a description of past activities (see Question 9 of the Artist or Scholar in Residence Project Narrative template). You can include brief descriptions about the attached files in the project narrative. If needed, you can include longer form descriptions about the attached files in an Appendix and reference the Appendix in your Project Narrative.

    2. Am I understanding this correctly? In terms of intellectual property, the artist retains the physical rights, ownership, and copyright of the artwork created, but LOC is requesting an open licence to use images of the artwork created as a result of this funding, for non-commercial use. Will this be clear and detailed in a contract to be created and signed after the award is granted?

    Yes, terms and conditions related to intellectual property will be delineated in the award agreement, should an award be made.

    3. I see if the actual budget, time spent, hours, or percentage changes during the project, that needs to be reported, but let’s say you are slightly under budget during the final report, are the additional funds then returned? How do you reconcile slight discrepancies in financial reporting? I’m not an accountant, so I want to make sure if I need to hire a bookkeeper to keep precise financial records I’ll add that into the budget.

    If an awardee requests and receive more funds than are used by the end of the project’s period of performance, they will need to return the excess funds by check to the Library of Congress. (Specific instructions will be provided to an awardee in such a case.) Per section F.2.2 of the Notice of Funding Opportunity, interim financial reports are required from awardees in which they must report all expenditures on their award to date. Library staff will review these reports and follow up with awardees should they discover any discrepancies or have questions/concerns. Likewise, awardees may reach out to Library staff during the project for assistance with completing financial reports.

    4. Are these funds considered taxable as earned income, if a section of the budget is ‘Artist Fee’? Should I retain a portion of the funds for taxes, or include that in the budget?

    Yes, award funds are considered taxable expenditures. See exceptions and more information on the IRS website: https://www.irs.gov/charities-non-profits/private-foundations/grants-to-individuals. Per section D.5.2.2 of the Notice, please review 2 CFR 200.470 for information on which taxes are considered allowable or unallowable to be included on Federal awards.

    5. In the budget, if I’m doing the majority of the admin work, do I list myself as ‘Artist’ and put an artist fee, and ‘Administrator’ under two different sections, or combine them?

    All salary and/or fees for key personnel on the project should be included under the Salaries, Wages and Benefits category of the budget documents. If salary is calculated differently from the artist fee, they should be listed as two separate line items.

    6. For the final report I was not able to download the ‘post-award reporting’ forms via the link on the document. Could you please send it to me, or share another way? Do you need to include all receipts, invoices, and logged working hours for the final report?

    You can download the required SF-424 Individual Form for this application from the Notice on grants.gov, under the Related Documents section: https://www.grants.gov/web/grants/view-opportunity.html?oppId=348072. All other reporting forms will be provided to successful awardees after awards are made. Receipts, invoices, and other information related to award expenditures are not required with interim and final financial reporting. However, Library staff may request such information while reviewing reports. Moreover, financial records, supporting documents, statistical records, and all other records pertinent to a federal award must be retained for a period of three years from the date of submission of the final expenditure report, per 2 CFR 200.334.

    7. Is it appropriate to include PR, writing of press release, and advertising for the project in the budget? Or is that something the LOC already has in place and will give access to the award recipient?

    Please review 2 CFR 200.421 for more information on allowable and unallowable advertising and public relations-related costs on federal awards. Library staff will also work directly with successful awardees to publicize and promote their projects through Library blog posts, social media, the Connecting Communities Digital Initiative’s annual Summer Fuse event, and other publications.

  39. I intend to submit an application for the Library of Congress’ Artist/Scholar in residence program. Upon viewing your Project Narrative Template, I wanted to clarify how best to respond to prompt number nine. Within this prompt, the language asks for a list of the applicant’s past activities. I’m wondering if this is meant to be in C.V. format or if a C.V. might be separately attached within the appendices section? Thank you for any help you may be able to offer.

  40. The description of past activities should be provided in a narrative format. This is an opportunity for applicants to expound upon what is provided in their resumes or CV. A resume or CV should be attached separately as an Appendix to the application.

  41. The proposal documentation checklist ‘s first item is registration with SAM.gov with the note that it may take up to three weeks to become active in the system. However, I have found that after creating a user account, the next steps only pertain to those with a business or representing an organization, rather than any individual as “entity”. The FAQs on SAM.gov all seem to suggest that this is not the intended use.

    Would you be able to advise on the best way to proceed?

    For assistance with registering as an individual on SAM.gov, please consult their Help and/or Contact pages. Per Section D.4 of the Notice of Funding Opportunity, applicants can also complete a Vendor Survey Form (VSF) in lieu of registering on SAM.gov. The VSF will be provided during the award process to successful applicants, not during the application stage.

  42. When I download the PDF templates, I am unable to make edits. Do we need to submit our applications exactly as the template is formatted or can the questions be copy & pasted onto a word document?

    Or is there another way to download an editable file?

    Applicants can download editable Word versions of the Budget Plan Narrative and Project Narrative templates from the Notice on grants.gov, under the Related Documents section: https://www.grants.gov/web/grants/view-opportunity.html?oppId=348072

  43. I’m trying to obtain a SAM.gov number, but it seems to only register businesses whereas I’m an individual. Any help would be greatly appreciated.

    For assistance with registering as an individual on SAM.gov, please consult their ,a href=”https://sam.gov/content/help”>Help and/or Contact pages. Per Section D.4 of the Notice of Funding Opportunity, applicants can also complete a Vendor Survey Form (VSF) in lieu of registering on SAM.gov. The VSF will be provided during the award process to successful applicants, not during the application stage.

  44. My proposal involves working towards an artistic publication. How finished does the publication have to be by the end of the year? Will it be OK if only the unedited draft is done in that year? Does the grant need to be used to cover all the self-publication expenses? If I show the work in an exhibition, does the exhibition have to be all figured out or up that year?

    The expectation is that the final product described in the proposal is what will be implemented by the end of the funding period. Applicants should not propose deliverables that they do not intend to finish by the end of the funding period, rather, describe what they do intend to finish by the end of the funding period. A prototype, a first draft, or a demonstration are all valid examples of final products to be completed during the funding period. For more information, please see Section A.3.1 of the Notice.

    Applicants should include in their budget all allowable costs that will support the successful outcome of their proposed projects. Publication and printing costs are allowable costs for federal awards. Please review 2 CFR 200.461 for more information.

    I was able to find the Commonly Asked Questions, where are the questions that other applicants have asked posted?

    You can find responses to all previous Q&A received from prospective applicants to date at the following link: blogs.loc.gov/ofthepeople/2023/06/ccdi-artist-scholar-in-residence-qas/

  45. What methods of measurement does the LOC desire for measuring the success of this grant? What are the requirements of the program evaluation?

    Please review Section A.3 of the Notice for more information about Program Expectations and Deliverables.

    Applications will be reviewed based solely on the Criteria for Proposal Evaluation, found in Section E.1 of the Notice. Applicants should address all questions outlined in the Criteria for Proposal Evaluation in their proposals.

  46. If I apply for your “open” Program Specialist position, will the application interfere with this application of the Grant proposal?

    Artist or Scholar in Residence applicants may also apply to the Library’s Program Specialist position or other Federal employment positions. However, if the applicant accepts the Library’s Program Specialist position, they cannot also receive the Artist or Scholar in Residence award. If the applicant accepts another Federal employment position, they should immediately report it to the Grants Officer. See section D.5.1.1.A of the Notice.

  47. 1. For the SAM Entity registration, it is asking me for my business name and ID, but I do not have a business. Do I need to register a business to apply for this program?

    For assistance with registering as an individual on SAM.gov, please consult their Help and/or Contact pages. Per Section D.4 of the Notice of Funding Opportunity, applicants can also complete a Vendor Survey Form (VSF) in lieu of registering on SAM.gov. The VSF will be provided during the award process to successful applicants, not during the application stage.

    2. As for the proposed project, if the Library’s digital collections do not have all the resources I need for my project, can an aspect of the proposed project include adding to the pre-existing collection through the use of oral history?

    All projects must engage deeply and substantively with the digital collections, materials, and/or services available at the Library of Congress as per Sections A.2, A.3, and E.1(a) of the Notice. However, applicants may supplement their projects with resources and collections from other organizations. For example, one of CCDI’s Libraries, Archives and Museums awardees is using oral histories in addition to materials from the Library’s digital collections to tell a fuller story of Black Philadelphia.

    Please note that final projects will not be incorporated into the Library’s catalog and project deliverables for this opportunity will not be incorporated into the Library’s collections.

  48. I have a few questions about the CCDI Artist/Scholar in Residence program:

    1. “Cost sharing is not allowed under this Notice of Funding Opportunity (Notice).” What does cost sharing mean here?

    Per 2 CFR 200.1, cost sharing or matching means any portion of project costs not paid by Federal funds or contributions (unless otherwise authorized by Federal statute). See also § 200.306. Per Section C.3 of the Notice, cost sharing is not allowed for this award.

    2. “Does the Library have the digital materials and collections needed for a successful project? Has the applicant identified and provided links to the digital materials and collections?” How many links to digital materials do we need to provide in the application?

    Applicants should provide a sufficient number of links to indicate that they have explored the Library’s collections fully and thoughtfully and should illustrate how they plan to incorporate the collections meaningfully into their projects. For more information, please see Section E.1(a) and E.1(b) of the Notice.

    3. “During the first 1-3 months of their residency, the artist or scholar in residence will be expected to visit the Library for at least 10 cumulative days in person to meet staff, utilize Library of Congress resources” Does this mean we can use materials that are only available at the library? (ex. request only items in reading rooms; tangible books; etc.) Or are we limited to using materials that are available online?

    Successful applicants will not be restricted to using on-site Library materials. Applicants should plan to primarily use materials from the Library’s digital collections for their projects. These digital materials can be supplemented by on-site materials. As per Section A.2 of the Notice, on-site engagement with staff will enable successful applicants to help shape the production or creation of their project.

  49. I have a question about the required SF-424 Application for Federal Assistance. I see from the NOFO that for Block 2 of the form, the CFDA number is 42.012 for CCDI awards. Can you tell me if this is correct for Blocks 1 – 4?

    For Blocks 1-4 of the SF-424 – Application for Federal Assistance (Individual) Form, please enter the following information:

    1. Name of Federal Agency: Library of Congress
    2. CFDA Number: 42.012; CFDA Title: CCDI Awards
    3. Date Received: (Enter date of application submittal to Library of Congress)
    4. Funding Opportunity Number: 030ADV23R0033; Title: (Enter title of project)

  50. I believe I remember that there is a 10 day period to be spent at LOC at the beginning of the residency. Do we need to account for this in the budget, or are the travel, lodging, and per diem costs covered by LOC?

    Yes, please factor in all travel costs to Washington, D.C. for the residency requirement in the Budget Plan Worksheet and Narrative. All costs related to travel should be categorized under Travel per section D.5.2.1 of the Notice of Funding Opportunity.

  51. I am hoping that you can point me in the direction of someone who can help with determining what document uploads are appropriate for validating an unincorporated individual in sam.gov.

    I am an unincorporated individual and so I cannot “prove” my status as an organization, but moving forward in the application seems to require that I have an incorporation date and state in order to move forward. But even if I put the first year I ever received self-employment income (e.g., for a speaking engagement or writing) in my state of residence in order to move forward in the application process, do I simply include a driver’s license i.d., or would a copy of an old federal tax form during a year when I earned self-employment income for research consulting that I did suffice?

    There is nothing about alternative forms of identification for individuals in the materials downloaded to assist us with validation in sam.gov: all of the materials are focused on validation of entities that appear to be sole proprietor incorporated organizations. And since this is an award for which only individuals are eligible, I was hoping you had encountered at least one person who had successfully worked through this aspect of things and could advise me.

    For assistance with registering as an individual on SAM.gov, please consult their Help and/or Contact pages. Per Section D.4 of the Notice of Funding Opportunity, applicants can also complete a Vendor Survey Form (VSF) in lieu of registering on SAM.gov. The VSF will be provided during the award process to successful applicants, not during the application stage.

  52. Since I am sending my portfolio along with other information, I anticipate all of this will be larger than the 20mg limit. I just wanted to work out a contingency plan in case I cannot compress it enough to send in one email.

    We will confirm receipt for each email sent of your application materials. Please ensure that they are numbered (e.g. [Email 1 of 3]) in the subject of the email per Section D.6 of the Notice of Funding Opportunity. That way, if one of your emails is not received, you will know by way of not receiving a reply from [email protected].

    Regarding compression, we recommend utilizing Adobe’s compression tool for PDF files specifically. See more information on this tool on the Adobe website.


CCDI is part of the Library’s Of the People: Widening the Path program with support from the Mellon Foundation. This four-year program provides financial and technical support to individuals, institutions and organizations to create imaginative projects using the Library’s digital collections and centering one or more of the following groups: Black, Indigenous, Hispanic/Latinx, Asian American and Pacific Islander, and other communities of color from any of the 50 U.S. states, the District of Columbia, and its territories and commonwealths (Puerto Rico, Northern Mariana Islands, Guam, American Samoa, U.S. Virgin Islands). Learn more about CCDI here.

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