Instructions for Completing the MHCG Application

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Use these instructions to complete a grant application for legacy funs for history and historic preservation projects through the MHS Grants Portal powered by Fluxx.

Requesting an Account

In order for the MHS Grant request application to work correctly you will have had to provide basic information about the organization you represent when you requested an account.

Your Name: Provide your name

Applicant Organization Name: Provide the name of the applicant requesting the grant proposal project.

Email: Provide an email address we can contact you directly at (not a generic organizational email) This will be used as your username for you to log in with later.

Phone: Provide a daytime phone we can contact you with

Mailing address, Country, State, City, Postal Code: Provide a valid mailing address of the applicant requesting the grant. Do not provide a shipping address.

Project title and Project Summary: Provide a a little background on the project the you are seeking funds for. This is not the application just yet, but it gives us a good idea if you're on the right track. Your summary should be be no longer than a couple of sentences and should describe the project not the applicant.

Amount requested, Projected Start date and Projected Duration: Again this is not the actual application so the numbers do not have to be set in stone just yet, however give an idea of the timeline and amount you are seeking. Keep in mind there is an appropriate review process - allow plenty of time between applying and before you need to begin.

Select the Grant program you are looking for funds from from the drop down menu, in this case it will be MN Historical and Cultural Grants.

When you are finished submit your request.

 

Watch a video on creating a MHS Grants account

Logging in and Filling Out a Grant Application

Once MHS reviews your request we will follow up with an email either approving, rejecting or requesting additional/clarifying information. If approved you will be provided with a username (your email) and a randomly created password to access the grants portal.

When you log in you will be greeted with the grants portal dashboard where you will be able to create and track your grant proposal as well file your financial and final report if your project is funded.

You can create a new grant request by clicking on the "CREATE REQUEST" button.

You will be presented with a choice of different grants offered . We will only be concerned with filling out the Minnesota Historical and Cultural Grants form. Click on "CREATE NEW REQUEST" to go to the grant application.

Applicant: The organization name that you entered in your original account request will be entered in the Applicant field.

Mailing Address: if your organization has multiple locations you can select the location from drop down menu, otherwise the mailing address will be the one you entered on your account request form.

Project Director: Select the name of the person who has primary responsibility for the project and who will work with the Grants Office through the project's duration.

Authorized Officer: Select the name and daytime telephone number of the individual authorized by the applicant to conduct its business.

Project Title: Provide a succinct title for the project in the space provided.

Project Summary: Provide a brief one line narrative statement of the project's goals.

Category: Under the Category Dropdown menu there are currently three selections.

1. Historic Preservation project categories cover the full range of historic preservation activities. Included are projects to identify, evaluate and register historic resources to those that preserve historic resources through bricks and mortar grants as well as planning studies, preservation education projects and heritage tourism..
2. History Projects project categories cover a range of activities that include collections care and management, digital conversion and access, interpretive programs, oral history, publications and research as well as projects to enhance museum or archival environments.
3. Structured Projects which provides guidance in applying through a structured application process for commonly requested needs.

Watch a video on creating, filling out and submitting a new MHCG grant request.

Section: Historic Property

If your project is a Historic preservation project provide the name and address of the property.

The property must be listed in the National Register of Historic Places or be deemed eligible for the National Register of Historic Places in order for it to be eligible for grant funding through MHCG.

Section: Sponsored Entity/Partner

If your project will assist an otherwise ineligible applicant or partner provide the Name, Mailing Address, Primary Contact and Authorized Officer.

Section: Budget Request Details

This is a line-item budget. Line items are individual expense items designated for a specific purchase or service. For example, the payment to a carpenter to install porch spindles would be one line item as would the purchase of roof shingles.

Describe each line item, indicating in the columns on the right whether it will be charged to the grant amount, or to one of the applicant match columns, if applicable. Match is optional. If you are not claiming match as part of the project budget, all of your expenses will appear in the first column, grant funds requested column. It will calculate the line and column totals for you.

Start by clicking on the Green "+" button at the upper right of the "Budget Line Items" box

Budget Item: Add a short but descriptive name.

Budget Item Cost to be Paid by Grant:

Optional - Applicant Match

Cash Match for Budget Item: Cash match for the project may be money in the applicant's accounts designated for the project or it may be funds that have been received from another source at the time the grant application is submitted to the Minnesota Historical Society.

Cash Match Source: Provide the name of the source of where the funds are coming from. Funds from the State of Minnesota may not be used to matc the Minnesota Historical and Cultural Grants.

Cash Match Status: Funds that are anticipated may be listed, but listing them commits the applicant to raise them for the project. Funds listed as anticipated should be relatively secure; keep in mind that one of the review criteria is the ability of the applicant to complete and carry out the proposed program.

In-Kind Match for Budget Item and In-Kind Hours: Name of Person: In-kind match will largely include services provided by staff salaries (including fringe benefits) that represent ac­tual work that will occur on the project. They cannot include general administration, grant administration, or audit costs.

Donated services are provided by volunteers who are not paid by the applicant for the work they do on the project. The value of their services should be calculated on the basis of their training and the work they provide for the project. If professional, technical, or clerical persons provide services in the area of their training for the project, calculate the value of their services at their usual hourly rate of pay. However, if the same people provide work outside of the area of their training, the value of their services must be calculated at the current state minimum hourly rate of pay.

Donated Match: The value of materials donated to a project -- for example, lumber, paint, hardware, etc.-- should be based on retail value. A signed statement or invoice by the donor stating the value of materials donated should be secured and retained with project records. (Donated materials must be used during the project period.)

How were the above figures determined? Describe how the budget was estimated in the space provided. Detail the method of procurement. S16C.26-.28

Amount Requested and Match Amount Requested: Enter the totals of "Grant Amount Requested" and "Total Match" in the "Budget Line Items" box.

Section: Program Details

Geographic Focus: Select the county/counties that the grant would primarily take place in.

Section: Application Narratives

Note: DO NOT exceed the 3250 character limit for your narrative responses to the application questions. Be sure to check the guidelines for additional requirements for the specific category in which you are applying.

1. Project Description
Describe the specific purpose of your project, including its scope and goals.

2. Need and Rationale
What research or activity led you to know that your project is needed? This question addresses one of the review criteria, showing how a project fills a demonstrated need.

3. Work Plan and Timetable
Provide a detailed work plan and a schedule showing the sequence and duration of each task. The project category guidelines will specify additional information required in completing this section.

4. Project Personnel
List those who will work on the project, their qualifications, and the specific tasks they will carry out. Explain any special training planned for those who will work on the project. If contractors or consultants are to be hired for the project, what qualifications will you require of them?

5. Evaluation
Describe your project’s outcomes and your plan for measuring results. How will you know the project has succeeded?

6. Enduring Value

In what ways will the project have a lasting impact?

7. Sustainability
Describe your capacity to carry on the work beyond the life of the grant.

REQUIRED APPLICATION ATTACHMENTS

Documents should now be uploaded through the "Request Documents" box instead of through postal mail or email.

• For Projects in the Historic Properties Category
• Scope of Work Form
  A Scope of Work Form must be included with both the pre-application and final application. Follow the instructions on the form. The Minnesota Historical Society's Historical Architect will review the proposed treatments to ensure that they conform to the Secretary of the Interior's Standards for the Treatment of Historic Properties. The proposed Scope of Work form should be revised if needed following review of the pre-application for submittal with the final application.
• Photographs
  Provide a sufficient number of photographs to show the entire historic property from several perspectives and its surroundings. Include photographs of the parts of the building for which funds are being requested.
• For Non-profit Organizations
  Proof of non-profit status (a copy of the organization’s IRS 501(c)(3) ruling letter will suffice).
• For Nongovernmental Organizations applying for more than $25,000
  A copy of the organization's financial statement for the most recently completed year, an IRS Form 990, or a certified financial audit.