2008 LSTA INSTITUTIONAL LITERACY GRANT APPLICATION WORKSHOP PRESENTED BY Marcia Smith-Woodard, Special Services Consultant, Library Development Office

2008 LSTA INSTITUTIONAL LITERACY GRANT APPLICATION

WORKSHOPPRESENTED BY

Marcia Smith-Woodard, Special Services Consultant, Library Development Office

Indiana State Library MONDAY, JANUARY 28, 2008 10:30 A.M. – 12:30 A.M.

Indianapolis-Marion County Public LibraryGoodrich Houk Meeting Room

40 East St. Clair StreetIndianapolis, IN 46204

(317) 232-3719 or (800) 451-6028 or [email protected]

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AGENDAGRANT GUIDELINESGRANT APPLICATION REVIEW

QUESTIONS AND ANSWERSSAMPLE PROGRESS REPORT


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WELCOME & INTRODUCTIONS

INSTITUTION STAFF Branchville Correctional JIM WEEDMAN Camp Summit ELIZABETH MALSTAFF Chain O’ Lakes DOUGLAS FOLEY Correctional Industrial BILL GOODHART & TIMOTHY FIHE Edinburgh Correctional TONY PECK Evansville State Hospital CINDI GEHLHAUSEN Henryville Correctional DARWIN GROVES & ALAN CHAPMAN Indiana School for BlindHOWARD DETAMORE IN Soldiers’ & Sailors’ BETH HIGGINS Indiana State Prison KENNETH BOYLE Indiana Veterans Home PAUL WOOD Indiana Women’s Prison DEBRA MILLS Larue Carter Hospital JUDITH SMITH Logansport Juvenile RICHARD RICHARDSON


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WELCOME & INTRODUCTIONS

INSTITUTION STAFF

Madison Correctional MELISSA HESS Miami Correctional ROBERT MOORE Northeast Juvenile SANDRA SMITH & JUDY MCINTOSH Pendleton Correctional DIANNA CHRISTENSEN Pendleton Juvenile JOHN MCDONALD Plainfield Correctional CARLENE STRINGER Plainfield Re-Entry DAYMON BRODHACKER Putnamville Correctional RANDY DRAGAN & BRENT ROARK Richmond State Hospital RON RICHMOND Rockville Correctional APRIL BONOMO & BARB SIEGELIN South Bend Juvenile KELLY PULLIAM Wabash Valley Correctional STEFANIE SARK Westville Correctional JANICE SCOTT Indiana Dept. of Correction CHARLES JONES & JENNIFER

ANDERSON


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OVERVIEW & GUIDELINES

The Indiana State Library is offering grants to Indiana institutional libraries to facilitate improvement of literacy in their institutions. Computer hardware, software, and general collection books may be purchased with grant dollars. $100,000 is available for the grants.


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WHO MAY APPLY? Institutional libraries are eligible to

apply. Academic, public, school, and other special libraries are not eligible.

Libraries are encouraged to partner with other departments and administrators in their facilities to make the project successful.


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WHO MAY APPLY?The project director must have a

significant connection to the library and is responsible for managing the project.

The facility’s administrator, supervisor, or superintendent is responsible for ensuring the cooperation of the fiscal office in completing all financial documents.


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What amount may be requested?

The maximum amount that may be requested for computer hardware, software and books combined is $7,500.


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How may the project funds be used?

The funds may be used for technology and books for the institution’s library.

Libraries may request up to $7,500 in any combination from books, computer hardware, and software.

Please remember that IOT charges a fee of $80 per month per new computer purchased.


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BOOKS

General collection reading materials for the library.

Emphasis should be placed on reading materials that are frequently borrowed via inter-library loan.


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COMPUTER HARDWARE

Computers, printers, servers and other necessary equipment to update or create a computer lab are eligible expenses.


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SOFTWAREEligible expenses include:

Automation, literacy and other educational packages, etc.

Please note that the EBSCO databases available on www.INSPIRE.net will be available to all institutions free on CDs after July 1, 2008.


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NON-ALLOWABLE EXPENSESOngoing operating costs

IOT ChargesWages and benefits for existing

full-time employeesEntertainment costsOverhead or indirect costsOther expenses restricted by

state or federal guidelines


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What is the basis for selecting projects for funding?

Applications will be reviewed for clarity and quality of plan as well as quality of the project.

Administrative buy-in is required and must be indicated by both a signature on the Assurances page and inclusion of a letter of project support on agency letterhead.


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BASIS: POINT SYSTEM

Applicants may score up to 100 points.

Page 1 and parts 7 & 8 have 5 potential points each. (15)

Parts 1, 2, 4 & 5 have 10 potential points each. (40)

Parts 3, 6, and the Outcomes Chart have 15 potential points each. (45)


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What is the basis for selecting projects for funding?

You are not required to provide a match. Under “Continuation” you will need to

explain how your institution will fund and support your project in the future.

Should multiple grants be scored equally preference will be given to those from institutions that did not receive awards in the 2007-2008 grant year.


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What is the application process? The application consists of a standard

form located on the Indiana State Library web site at: http://www.in.gov/library/2704.htm.

This application is a PDF document to be completed online and with attachments.

Caution: the information may not be saved to the form but should be printed and included in the grant application. Do not handwrite.


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What does the application include?The application consists of

a cover sheet standard questions regarding the

project an assurances/signature page

Attach a letter from principal administrator a detailed budget worksheet an outcomes plan


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What is the application process?

Answers to Part 1 through Part 7 must be completed on separate pages.

The summary budget on page 3 of the application needs to be completed on the form after the budget worksheet (page 5) has been completed.


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What is the review process? All grant applications must be received

by 4:00 p.m. ET on March 26, 2008. Only mailed and hand delivered

applications are accepted. Duplex the pages and send 1 original

and 7 copies of the application to the State Library for review.

Only complete grant applications will be reviewed.


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What is the review process? Eligible applications will be reviewed

by Library Development Office staff and a panel appointed by the State Library according to the grant program criteria.

Announcement of funded applications will be made in May 2008 on the Indiana State Library’s Web site and by letter to the applicants.


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How are grant payments distributed? All grants are processed as

reimbursements by the State Library business office.

Payments may be made monthly on receipt of a journal voucher accompanied by copies of invoices.

Correctional institutions must use Operating Funds and not Recreational Funds unless a separate vendor account is established in PeopleSoft.


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What reports must grantees make?Grantees will be required to

make: Three progress and fiscal reports

during the grant cycle by email Signatures may be typed

One final report evaluating the project along with a final fiscal report Original signatures only on this

report (received by deadline)


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Post-Award Timeline Projects may start May 2008 1st Quarterly Report Due September 3,

2008 2nd Quarterly Report Due December 17, 2008 3rd Quarterly Report Due April 8, 2009 Projects conclude June 30, 2009 (This schedule differs from information in the handbook.)

Last day to submit reimbursement requests July 31, 2009***

Final project and fiscal reports due August 14, 2009


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LSTA GRANT APPLICATIONState Form 53456 (11-07)

INSTRUCTIONS Type answers to Parts 1-7 on attached

pages (each part does not need a separate page)

Since your applications will be duplexed and sent with 7 copies, they may be stapled

Original signatures mean applications will need to be mailed or delivered by the due date

Because you are required to follow the guidelines – you will send your application to me instead of to the LSTA Consultant


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APPLICATION – PAGE 1 (5 pts) Name your project Name your agency – Agency web address? Street address Name the head of your local agency – Supt,

Principal, Director, etc. and include phone, fax, and email for that person

Name the Project Director – grant writer and include phone, fax, and email

Name Fiscal Agent – person who will file reimbursement paperwork – and include phone, fax, and email for that person


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APPLICATION – PAGE 1 Federal Congressional District where your

facility is located http://www.in.gov/apps/sos/legislator/search/in

dex.jsp?currentPage=gotoIndex

Select U.S. House & enter zip code List your County List # of people to be served by grant List source for this number (population?) LSTA funds requested LSTA and any additional funds requested


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APPLICATION – PAGE 1 Federal Library Services &

Technology Act Primary Purpose is bullet # 5

Indiana’s LSTA Goals Primary Purpose is bullet # 5

Primary Audience for project Select one – three that describe your

facility


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APPLICATION – PAGE 2 PART 1 (10 pts)

To be written after completing the rest of the application (Leave room at top of page)

Do not exceed 150 words (use MS Word – Tools, Word Count)

Answer these questions: Who do you propose to serve? What needs have you identified? What are your project goals and objectives? What new services will the library provide?


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APPLICATION – PAGE 2 PART 2 (10 pts) Leaving a space for Part 1, drop

down and start your Part 2. Needs Statement Identify the goal from the State Plan http://www.in.gov/library/files/LSTAPlan2

008-2012.pdf (Pages 9-11)

How will your project address this goal? Be sure to name your target audience


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APPLICATION – PAGE 2 PART 3 (15 pts)

List each goal and the objective (s) to meet those goals

Describe the objectives by the activities that will take place

Indicate how you will evaluate the success of your goals, objectives, and activities

http://www.shapingoutcomes.org/course/index.htm (Outcome Based Evaluation)

Include a monthly timeline describing What will be done, how, by whom


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APPLICATION – PAGE 2 PART 4 (10 pts) In your Communication Plan you will state

How you intend to promote the project How you will reach the target audience Name your available/appropriate media outlets How and when you will share project results

beyond your facility How (if) your project can be replicated Be sure to acknowledge IMLS on any products


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APPLICATION – PAGE 2ACKNOWLEDGE IMLSInstitute of Museum & Library

Serviceshttp://www.imls.gov/recipients/com

munication.shtmClick on the downloadable logos

link and be aware of the brand standards


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APPLICATION – PAGE 2PART 5 (10 pts)Continuation of Project

How will activities or benefits from the project be continued after June 2009?

Will the program be continued? (Why or why not?)


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APPLICATION – PAGE 3 PART 6 (15 pts) Project Budget and Budget Narrative

You will need to complete page 5 (Detailed Budget) before you can complete this Budget Summary

Bring the totals from the four categories of the Detailed Budget over to the appropriate line under LSTA funds. If you include local funds list them under that category.


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SAMPLE BUDGET SUMMARY

BUDGET ITEM

LSTA FUNDS(round to nearest $)

LOCAL FUNDS(round to nearest $)

TOTAL COSTS

Personal Services

0 0

Supplies $500.00 $500.00

Other Serv & Charges

$1,150.00 $1,150.00

Capital Outlays

$5,320.00 $5,320.00

TOTAL $6,970.00 $6,970.00


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APPLICATION – PAGE 3 PART 6 (15 pts)Budget Narrative – explain how the

money will be spent per category Personal Services – Not used Supplies and Materials Other Services & Charges – limited

Printing, first year license: indicate purpose Capital Outlays

Describe how resources will be used


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APPLICATION – PAGE 3PART 7 (5 pts) Grant History

How long have you been receiving LSTA grants?

What types of programs have previously been funded?


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APPLICATION – PAGE 4 PART 8 (5 pts) Assurances

Signing of this page is part of a facility’s buy-in of the grant process

Authorized Officials agree to comply with IMLS and ISL regulations including having policies on the five required certifications

The Principal Officer will complete the information on page 4

The Principal Officer will attach a letter of support on letterhead for the grant project


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APPLICATION – PAGE 5 DETAILED BUDGET - Examples #2. Supplies – Office Supplies

Method – Basic office supplies; Cost - $500.00 #3. Other Services and Charges – PA; Mt

Method – Publications; Cost - $400.00 Method – Site License; Cost - $750.00

#4. Capital Outlays – Books & Software Method – Reference Books; Cost - $3,400.00 Method – Automation Software; Cost – $1,920

Budget Total - $6,970.00


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SAMPLE DETAILED BUDGET

2. Supplies Office Supplies Basic Office Supp $ 500.00

TOTAL $ 500.00

3. Other S & C Print & Adv Software

PublicationsSite License

$ 400.00$ 750.00

TOTAL $1,150.00

4. Capital Outlays Books Software

Reference BooksAutomation Sftwr

$3,400.00$1,920.00

TOTAL $5,320.00

BUDGET TOTAL $6,970.00


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APPLICATION – PAGE 6 LSTA OUTCOMES PLAN (15 pts)

PROJECT SUMMARY/PROJECT PURPOSE Brief description of the project and what it

purposes to accomplish INPUTS

Any human and material resources needed to support the project

List the financial resources LSTA Grant Funds Donated Funds Agency Funds for continuation - $

List the personnel involved


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LSTA OUTCOMES PLAN (Cont.)

ACTIVITIES (How you plan to get there) List here the actual activities involved in

project planning, implementation, publicity Start each activity with a verb Describe role, duties, authority of staff and

partners OUTPUTS (Measures “how many”)

List here the direct products of the project activities

Give an account of the inputs


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OUTCOMES (Benefits for the target group)

List here the results and benefits derived from the project

Examples: New knowledge; increased skills; modified behavior; improved conditions;

EVALUATION INDICATORS List here the numerical accounts for success

of the project Numbers and percentages measuring

Output and Outcome progress and attainments


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EVALUATION SOURCES/METHODS List here the means by which the numbers

above will be collected – how will you measure?

Tell who will provide information List how will it be collected


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Mail ONE completed application with original signatures and SEVEN copies to:

Marcia Smith-WoodardSpecial Services ConsultantIndiana State Library140 North Senate AvenueIndianapolis, IN 46204


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2008 – 2009 APPLICATION IS DUE

March 26, 2008 by 4 p.m. ET

Please note --THE APPLICATION Must be IN the Library Development Office (LDO) by the DEADLINE.

POSTMARK IS NOT ACCEPTABLE


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WHAT DO I NEED TO GET STARTED?

GRANT INFO LINK

http://www.in.gov/library/2704.htm 2008 Literacy Grant Guidelines Institutional Reimbursement Information Institutional Journal Voucher Institutional Literacy Grant CHECKLIST LSTA Grant Handbook 2008 GRANT APPLICATION

Documents

2008 LSTA INSTITUTIONAL LITERACY GRANT APPLICATION WORKSHOP PRESENTED BY Marcia Smith-Woodard, Special Services Consultant, Library Development Office