Opportunity Information: Apply for AF HAR FY23 04
The Zimbabwe University Library Resources Program (ULRP) is a U.S. Embassy Zimbabwe Public Diplomacy grant opportunity designed to strengthen working ties between U.S. and Zimbabwean academic libraries, with a clear focus on improving teaching, learning, and research support at Zimbabwean higher education institutions. The program is aimed at helping university libraries better serve faculty and students by expanding access to high-quality educational content and, where needed, the technology required to reliably access that content. The subject areas the program prioritizes are One Health, STEM fields in Agriculture, Mental Health, and Peace and Conflict Resolution, and proposals are expected to directly connect library support to faculty-led learning and research activities in these areas.
At the core of ULRP is the goal of expanding access to U.S. educational resources in both digital and physical forms. The Embassy is looking for proposals that result in faculty and students having improved access to relevant publications, online research databases, electronic thesis resources, and other digital learning materials, with the broader intent of improving research capacity, information literacy, research methodologies, and overall learning outcomes. A key requirement is that any resources purchased with grant funds must be open access for all students and faculty at the host institution, meaning the materials cannot be restricted to a small group or limited behind internal paywalls that block broad campus use.
Projects are expected to fit within one or more of three main themes. The first is access to academic journals and electronic thesis databases, such as subscriptions or access arrangements that specifically support the four priority subject areas. The second is strengthening higher education print and digital collections, where libraries collaborate with relevant faculty departments to identify, source, and provide materials that students and researchers actually need for coursework and scholarship in One Health, Agriculture-related STEM, Mental Health, and Peace and Conflict Resolution. The third theme is improving access to the internet for academic library use, such as practical steps to strengthen library connectivity so users can reliably reach online research databases and digital resources. While internet-related equipment purchases are allowed, they must be reasonable, well-justified in the budget, and capped at no more than 20 percent of the total project budget. Another non-negotiable condition is that all educational materials supported through this program must be obtained from U.S. sources.
The intended participants and target audience are university faculty, undergraduate and postgraduate students in the priority disciplines, and academic library staff. Proposals must show meaningful engagement with specific faculty departments rather than treating the library as a standalone unit, since the program is framed around supporting faculty teaching and research outcomes through stronger library services and collections.
Funding is offered as a grant under Public Diplomacy (Smith-Mundt) funds. The performance period is 12 months or less, with an anticipated start date of April 1, 2023. The Embassy anticipates making up to five awards, each up to USD 10,000, for a total funding pool of USD 50,000, and the opportunity is explicitly subject to the availability of funds.
Eligible applicants include Zimbabwean or U.S. media organizations, civil society groups, academic institutions, and non-governmental organizations. For-profit or commercial entities are not eligible. Cost sharing is not required, but it is encouraged, which can strengthen an application by showing institutional commitment and helping extend impact beyond the grant amount.
Applications require standard U.S. government grant registrations and forms. Organizations must have a Unique Entity Identifier (UEI) and an active registration in SAM.gov, and they must also obtain an NCAGE/CAGE code. The application package can be requested by emailing PublicDiplomacyGrants-ZIM@state.gov (an automated response provides forms), and materials are also available through grants.gov. The proposal must be written in English and should clearly address the program goals and objectives while laying out the who, what, why, when, where, how, and cost of the project in a direct, organized way. A detailed budget is required in U.S. dollars and must include both a budget table and a budget narrative with unit costs, quantities, and totals.
Required forms include the completed application form, a detailed projected budget form, SF-424 (or SF-424-I for individuals, though the opportunity is primarily organization-focused), SF-424A, and SF-424B. Applicants must also include letters of support from partners describing roles and responsibilities. If indirect costs are included and the organization has a Negotiated Indirect Cost Rate Agreement (NICRA), the NICRA must be attached as a PDF. If there is no NICRA, indirect/overhead costs may not exceed 10 percent of the budget. Any required official permission letters for project activities should also be included.
The proposal window opened November 1, 2022, and submissions were expected before January 31, 2023 for consideration. Applications can be emailed to PublicDiplomacyGrants-ZIM@state.gov, and applicants are instructed to use the subject line “Democratic Principles Grant Proposal,” even though the program itself is the University Library Resources Program (this appears to be a standard internal subject-line instruction and should be followed as written to avoid processing delays).
Proposals are reviewed competitively by the Public Diplomacy Grants Committee. Applicants not selected are expected to be notified by email no later than September 30, 2023. Qualified proposals may remain on file for up to 12 months and could be considered later if additional funding becomes available. After submission, applicants should not expect substantive discussion with State Department staff about the competition until the review process is complete, though status updates can be requested via email using the specified subject line format.
If selected, the award is formally issued and administered by a Grants Officer, and recipients may only begin incurring costs on or after the start date listed in the fully executed award document. Payment is made via electronic funds transfer, and recipients must comply with U.S. Department of State and federal assistance rules, including 2 CFR 200 and relevant Standard Terms and Conditions, which also include U.S. flag branding and marking requirements. Grantees must submit program and financial reports, and future disbursements may depend on acceptable accounting for funds already received, consistent with the award’s reporting schedule. For any application process questions, the primary contact is PD Harare at PublicDiplomacyGrants-Zim@state.gov.Apply for AF HAR FY23 04
- The Department of State, U.S. Mission to Zimbabwe in the education sector is offering a public funding opportunity titled "Zimbabwe University Library Resources Program (ULRP)" and is now available to receive applicants.
- Interested and eligible applicants and submit their applications by referencing the CFDA number(s): 19.040.
- This funding opportunity was created on Nov 01, 2022.
- Applicants must submit their applications by Jan 31, 2023. (Agency may still review applications by suitable applicants for the remaining/unused allocated funding in 2026.)
- Each selected applicant is eligible to receive up to $10,000.00 in funding.
- The number of recipients for this funding is limited to 5 candidate(s).
- Eligible applicants include: Others (see text field entitled Additional Information on Eligibility for clarification).
[Watch] Creating a grant proposal using the step-by-step wizard inside the applicant portal:
Frequently Asked Questions (FAQs): Zimbabwe University Library Resources Program (ULRP)
1) What is the Zimbabwe University Library Resources Program (ULRP)?
The Zimbabwe University Library Resources Program (ULRP) is a U.S. Embassy Zimbabwe Public Diplomacy grant opportunity intended to strengthen working ties between U.S. and Zimbabwean academic libraries. The program focuses on improving teaching, learning, and research support at Zimbabwean higher education institutions by expanding access to high-quality educational content and, where needed, the technology required to reliably access that content.
2) What is the main goal of ULRP?
The central goal is to expand access to U.S. educational resources (digital and physical) so that faculty and students at Zimbabwean universities have better access to relevant publications, online research databases, electronic thesis resources, and other digital learning materials. The broader intent is to strengthen research capacity, information literacy, research methodologies, and overall learning outcomes.
3) Which subject areas are prioritized under ULRP?
ULRP prioritizes proposals that support faculty-led teaching and research activities in the following areas:
- One Health
- STEM fields in Agriculture
- Mental Health
- Peace and Conflict Resolution
4) What types of projects are eligible or expected under this program?
Projects are expected to fit within one or more of three main themes:
- Access to academic journals and electronic thesis databases (for the four priority subject areas)
- Strengthening higher education print and digital collections through collaboration between libraries and relevant faculty departments
- Improving access to the internet for academic library use to help users reliably access online research databases and digital resources
5) Who is the target audience or intended participants for ULRP projects?
The intended participants and target audience include:
- University faculty in the priority disciplines
- Undergraduate students in the priority disciplines
- Postgraduate students in the priority disciplines
- Academic library staff
6) Do proposals need to involve faculty departments?
Yes. Proposals must show meaningful engagement with specific faculty departments. The program is framed around supporting faculty teaching and research outcomes through stronger library services and collections, rather than treating the library as a standalone unit.
7) Are there requirements about access to resources purchased with grant funds?
Yes. A key requirement is that any resources purchased with grant funds must be open access for all students and faculty at the host institution. Materials cannot be restricted to a small group or limited behind internal paywalls that block broad campus use.
8) Do educational materials have to come from a specific source or country?
Yes. All educational materials supported through this program must be obtained from U.S. sources. This is described as a non-negotiable condition.
9) Can grant funds be used for internet or connectivity improvements?
Yes. Projects may include practical steps to strengthen library connectivity so users can reliably access online research databases and digital resources.
10) Is there a limit on equipment purchases for internet-related improvements?
Yes. Internet-related equipment purchases are allowed, but they must be reasonable and well-justified in the budget. They are capped at no more than 20 percent of the total project budget.
11) What is the funding amount per award and how many awards are expected?
The Embassy anticipates making up to five awards, each up to USD 10,000, for a total anticipated funding pool of USD 50,000. The opportunity is subject to the availability of funds.
12) How long is the performance period for projects?
The performance period is 12 months or less.
13) What is the anticipated project start date?
The anticipated start date is April 1, 2023.
14) Who is eligible to apply?
Eligible applicants include Zimbabwean or U.S. organizations in these categories:
- Media organizations
- Civil society groups
- Academic institutions
- Non-governmental organizations (NGOs)
15) Are for-profit or commercial entities eligible?
No. For-profit or commercial entities are not eligible.
16) Is cost sharing required?
No. Cost sharing is not required, but it is encouraged. The opportunity notes that cost sharing can strengthen an application by showing institutional commitment and helping extend impact beyond the grant amount.
17) What registrations are required to apply?
Applications require standard U.S. government grant registrations and identifiers, including:
- A Unique Entity Identifier (UEI)
- An active registration in SAM.gov
- An NCAGE/CAGE code
18) How do applicants obtain the application package and forms?
The application package can be requested by emailing PublicDiplomacyGrants-ZIM@state.gov (an automated response provides forms). Materials are also available through grants.gov.
19) In what language must the proposal be written?
The proposal must be written in English.
20) What should the proposal include?
The proposal should clearly address program goals and objectives and present the who, what, why, when, where, how, and cost of the project in a direct, organized way.
21) What are the budget requirements?
A detailed budget is required in U.S. dollars. It must include both:
- A budget table
- A budget narrative with unit costs, quantities, and totals
22) What forms are required for submission?
Required forms include:
- Completed application form
- Detailed projected budget form
- SF-424 (or SF-424-I for individuals, though the opportunity is primarily organization-focused)
- SF-424A
- SF-424B
23) Are letters of support required?
Yes. Applicants must include letters of support from partners describing roles and responsibilities.
24) Can indirect costs (overhead) be included, and what are the limits?
Indirect costs can be included if properly supported. If the organization has a Negotiated Indirect Cost Rate Agreement (NICRA), the NICRA must be attached as a PDF. If the organization does not have a NICRA, indirect/overhead costs may not exceed 10 percent of the budget.
25) Are any official permissions required?
If official permission letters are required for project activities, they should be included in the application.
26) When did the proposal window open and what was the expected submission deadline?
The proposal window opened November 1, 2022. Submissions were expected before January 31, 2023 for consideration.
27) How can applications be submitted?
Applications can be emailed to PublicDiplomacyGrants-ZIM@state.gov.
28) What email subject line should applicants use when submitting?
Applicants are instructed to use the subject line "Democratic Principles Grant Proposal" even though the program is the University Library Resources Program (ULRP). The instructions note this appears to be a standard internal subject-line instruction and should be followed as written to avoid processing delays.
29) How are proposals reviewed and selected?
Proposals are reviewed competitively by the Public Diplomacy Grants Committee.
30) When will applicants be notified if they are not selected?
Applicants not selected are expected to be notified by email no later than September 30, 2023.
31) Can a proposal be considered later if it is not immediately funded?
Yes. Qualified proposals may remain on file for up to 12 months and could be considered later if additional funding becomes available.
32) Can applicants discuss their proposal with State Department staff during the review?
After submission, applicants should not expect substantive discussion with State Department staff about the competition until the review process is complete. Status updates can be requested via email using the specified subject line format.
33) Who issues and administers the award if selected?
If selected, the award is formally issued and administered by a Grants Officer.
34) When can a selected recipient start spending grant funds?
Recipients may only begin incurring costs on or after the start date listed in the fully executed award document.
35) How are grant payments made?
Payment is made via electronic funds transfer.
36) What compliance rules apply to grantees?
Recipients must comply with U.S. Department of State and federal assistance rules, including 2 CFR 200 and relevant Standard Terms and Conditions. The terms also include U.S. flag branding and marking requirements.
37) What reporting is required after an award is made?
Grantees must submit program and financial reports. Future disbursements may depend on acceptable accounting for funds already received, consistent with the award's reporting schedule.
38) Who is the primary contact for application process questions?
The primary contact is PD Harare via email at PublicDiplomacyGrants-Zim@state.gov.
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