Writing Successful FY2008 LSTA Grants

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Writing Successful FY2008 LSTA Grants

• Alabama Public Library Service

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APLS Consulting Staff

• We are here to help you
• Most libraries have a consultant assigned to them

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APLS Consulting Staff

• Annie Brown
• abrown_at_apls.state.al.us
• [phone] x917
• Chris Bowman
• cbowman_at_apls.state.al.us
• [phone] x978
• Kim W. Owen
• kowen_at_apls.state.al.us
• [phone] x936

• Kelyn Ralya
• kralya_at_apls.state.al.us
• [phone] x976
• Jim Smith
• jsmith_at_apls.state.al.us
• [phone] x907

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Documents Online (www.apls.state.al.us)

• The documents on the APLS web site will enable
  you to
• Prepare notices of intent,
• Apply for competitive grants, and
• Apply for education grants.

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Documents Online(www.apls.state.al.us)

• The documents online include
• FY2008 LSTA Rules and Regulations (Federal Public
  Library Programs)
• Program Summary
• Basic Manual for FY2008 Grants
• Notice of Intent for Competitive Grants
• Competitive Grant Applications
• Education Grant Applications

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FY2008 Grant Forms

• Notices of Intent and Applications

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Notice of Intent (for Competitive Grants)

• The notice of intent is not part of the scoring
  process.

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Notice of Intent (for Competitive Grants)

• Its only purposes are
• to enable APLS consultants to determine if the
  proposed project falls within the LSTA rules and
  regulations, and
• to give the consultants an opportunity to offer
  written recommendations to help administrators
  prepare better applications.

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Notice of Intent (for Competitive Grants)

• Must be submitted online by December 4, 2006.
• http//dev.alabama.gov/Daniel/_APLS/Content/LSTA_D
  atabase/Login.aspx

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Competitive Grant Application

• Must be submitted online by February 21, 2007.

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Competitive Grant Application

• In addition to the online submission, one (1)
  paper application with original signatures and
  any required attachments must be hand-delivered
  or mailed as follows

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Competitive Grant Application

• (a) if hand-delivered, the paper application
  shall be due by 500 p.m. on February 21, 2007,
  inside the APLS office, or
• (b) if mailed, the paper application must be
  postmarked by February 21, 2007.

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LSTA Advisory Council Scores Competitive Grant
Applications

• The LSTA Advisory Council will meet in April 2007
  to discuss and submit their individual scores for
  each competitive grant application.

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APLS Executive Board Makes Awards

• The APLS Executive Board tentatively will award
  competitive grants in May 2007.
• Libraries will be notified in writing of Boards
  awards after meeting.

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• I. Overview Of
• LSTA
• Manual

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Overview of LSTA Manual

• Official LSTA Rules and Regulations Federal
  Public Library Programs FY2008
• Grant Category Summaries
• Rules Regulations for Supplemental State Aid

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Overview of LSTA Manual

• Competitive Grant Forms
• Notice of Intent
• Small Library Development General Application

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Overview of LSTA Manual

• Non-Competitive Grant Applications
• Professional Training
• Continuing Education

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• II. General
• Grant-Writing
• Information

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Background

• Library Services and Technology Act (LSTA)
• Institute of Museum and Library Services (IMLS)

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Background, cont.

• Library Services and Technology Act
• State-administered program
• Technology Special Services focus
• Encourages Cooperative Programs Services

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Background, cont.

• LSTA Goals
• Linkage among libraries and networks
• Services to disabled, underserved, rural
• APLS Five-Year Plan for LSTA
• Current plan is October 1, 2002 September 30,
  2007
• New plan under development for October 1, 2007
  September 30, 2012

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Grant Writing Process

• How to Approach Grant-Writing
• Study the manual
• Study grant categories
• Choose which grant or grants
• Review evaluation criteria
• Collect data plan

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Grant Writing Process, cont.

• How to Approach Grant-Writing
• Submit Notice of Intent
• Receive critique back from APLS
• Complete planning
• Complete application
• Submit application

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Grant Writing Process, cont.

• Who May Apply?
• Public libraries receiving state aid
• Public library systems receiving aid
• Cooperative library networks

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Grant Writing Process, etc.

• Who May Apply? (cont.)
• State agencies
• AL Dept. of Corrections
• AL Dept. of Youth Services
• AL Dept. of Mental Health/Mental Retardation
• AL Institute for the Deaf and Blind

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Grant Writing Process, cont.

• Who May Apply? (cont.)
• Public library / joint programs
• Public elementary / secondary school libraries
• Academic library
• Research library
• Special library

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What Types of Grants Are Available?

• Competitive (Small Library Development General)
  
• Education

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What Types of Grants Are Available? (cont.)

• Competitive grants are considered in 4
  categories
• Strengthening Communities
• Strengthening Information Services
• Strengthening Information Technology
• Strengthening Youth and Family

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3 Small Library Dev. Grant Programs

• Collection Development (formerly Information
  Services)
• Information Access Collection Control (formerly
  Library Technology)
• Strengthening Youth and Family (formerly Children
  at Risk)

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12 General Grant Programs

• Collection Development
• Cooperative Library Network Planning
• Cultural Diversity (formerly Services for
  Non-English-Speaking Persons)
• Digitization of High-Demand Rare Library
  Materials (formerly Electronic Access to Library
  Materials)
• High-Speed Connectivity

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12 General Grant Programs, cont.

• Information Access and Collection Control
• Library Service Vehicles
• Micrographic Equipment
• Services for the Disabled

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12 General Grant Programs, cont.

• 10. Services for Those Having Difficulty Using a
  Library
• 11. Strengthening Communities (new program)
• 12. Strengthening Youth and Family

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2 Education Grants

• Professional Training
• Continuing Education for Library Service

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Ask Yourself--

• What is the need?
• How does meeting the need fit your library goals?
• How does the need relate to your librarys
  Technology Plan?

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Ask Yourself--

• Who am I going to serve?
• What are the outcomes that will benefit the
  target audience?

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Ask Yourself--

• Will this grant project
• Integrate into my permanent service program?
• Be shared with others in the library community?
• Meet major one-time need(s)?
• Serve as a model program for other libraries?

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Ask Yourself--

• Does your grant fit into your librarys five-year
  plan?
• Does your library have resources, e.g., staff,
  LAN?
• What other resources are needed?

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Ask Yourself--

• What will this project cost?
• Get info
• From APLS
• From vendors
• From other librarians
• From current price lists (vendor catalogs,
  Internet, etc.)

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Ask Yourself--

• Will purchases be eligible?
• Will the library have the cash match?
• Does the library have the staff?

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How Will My Grant Be Evaluated?

• APLS staff reviews for technical errors
• LSTA Advisory Council
• Committees appointed
• Scores are given by members to each application
  and averaged
• Applications ranked by total score
• APLS Executive Board

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How Will My Grant Be Evaluated? (cont.)

• Evaluation Criteria used by LSTA Advisory Council
• Refer to LSTA Rules, pp. 27 29.
• If money is not available to fund all eligible
  applications, no library will have more than 1
  application funded.

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Dos for Grant Applications

• Do designate project administrator
• Do define targeted group(s) / objective(s)
• Do determine budget match
• Do meet deadlines
• Do put budget items in eligible categories

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Donts for Grant Applications

• Dont replace local support.
• Dont fax applications.
• Dont apply for the same program under both Small
  Library Development and General.
• Dont apply for more than one project within a
  program.

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Completing the Application

• Important Points
• Be creative yet realistic.
• Be factual. Give examples. State what you
  already have and what you need.
• Be as brief as possible.
• Use as little jargon as possible. (Keep in mind
  some of the Advisory Council members are not
  librarians.)
• Get someone to read your application.

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Completing the Application, cont.

• Population and District Information
• Specify which county or counties will be served.
• Specify estimated number of persons to be served
  by project. (This may or may not be the entire
  service area.)
• Specify Congressional, State House, and State
  Senate Districts. (This is a new requirement.)

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Completing the Application, cont.

• Project Narrative (Limit to 800 words or less)
• Explain the purpose and justification
• Identify the need from the patrons point of
  view, not the librarys
• Supporting statistics survey reports
• Standards (A Plan for Excellence)
• Analyses of community, collections, services
• Patron comments
• Expert opinions

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Completing the Application, cont.

• Who is the target audience?
• How will they benefit?
• How does the project relate to the librarys
  five-year plan?

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Completing the Application, cont.

• Planning
• Information gathered people consulted
• Those involved in planning
• Length of planning

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Completing the Application, cont.

• Continued Services
• Give specifics for future funding
• Evaluation process
• Explain how you will know if your project has
  been successful

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Completing the Application, cont.

• Budget
• LSTA
• Required local match (For non-vehicle grants,
  project personnel salaries may comprise up to 25
  of the required local match. For vehicle grants,
  all of the required local match must be in cash.)

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Completing the Application, cont.

• Attachments Letters of support
• Mandatory
• From partnering organizations
• From other libraries to be served
• From public library system and/or cooperative
  network directors
• Optional
• lt 5 letters of support from general public

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Completing the Application, cont.

• Attachments Technology information
• Appendix A
• Technical specs. justification for equip. is
  required for items costing 5,000 or more.
• Diagrams
• 3-year technology plan (only for High-Speed
  Connectivity grants)

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Completing the Application, cont.

• State Aid checklist
• New requirement

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Completing the Application, cont.

• Attachments Vehicle information
• Appendix B
• Photographs or drawings

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Childrens Internet Protection Act (CIPA)

• Act places filtering requirements on public
  libraries (and public school libraries) which use
  LSTA funds 1) to purchase computers used to
  access the Internet or 2) to pay for direct costs
  associated with accessing the Internet.
• All computers owned by library must be filtered
  (regardless of source of funding).
• Internet Safety Certification Form with contract.
  

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Contracts

• June 2007 award announcements
• Contract period--October 1, 2007 to June 30, 2008
• High-Speed Connectivity--end September 30, 2008
• Funds cannot be obligated or used until a signed
  contract is received.

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Budget Revisions--Minor

• Minor revisions are those up to 5 of the grant
  award and do not require prior approval, but must
  be for eligible items within the purpose of the
  project.
• Complete Section 15 on payment request form.

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Budget Revisions--Major

• Major revisions are those greater than 5 of the
  grant award.
• Written request for major revisions and prior
  approval from Director.

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• III. Grant Administration

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Payment Requests

• Payment Request Alternative 1
• 1. Initially required local cash on hand must
  equal 25 of the LSTA award.
• 2. Pay vendors first with local cash, using up
  all local cash on hand, equal to 25 of LSTA
  award (or more if available).

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Payment Requests, cont.

• 3. Request 25 or more of the LSTA award each
  time (make requests as large as possible).
• Reimburse the library account and pay vendors
  directly with LSTA funds for any other amounts
  due.
• Final request may be for any amount not exceeding
  the remaining balance.

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Payment Requests, cont.

• Payment Request Alternative 2
• Vendors may be paid first with local funds for
  the entire amount of the grant, and a single
  request may be submitted to APLS for
  reimbursement to the library.

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Payment Requests, cont.

• Federal Cash Management Act
• Within 3 business days after receipt of a check
  from APLS the recipient must reimburse the
  library account for previous payments to vendors,
  or must pay vendors directly with LSTA funds.
• Payment request forms are on the APLS website and
  may be completed on your computer.

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Audits

• Federal Audits
• Recommended
• Not required unless total federal expenditure gt
  500,000

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Reports

• First interim report (Jan. 2008)
• Second interim report (April 2008)
• Final report (August 2008)
• Report from APLS to Institute of Museum and
  Library Services (IMLS)
• IMLS reports to Congress

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• IV. Strengthening Communities Grants

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Strengthening Communities Grants--Criteria

• Population any size
• Amount of grant up to 20,000
• (required local 25 of LSTA)

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Strengthening Communities GrantsFunding

• Contractual expenses
• Equipment (i.e. computers, display shelving)
• Library materials lt 75 of sum total
• Staff training
• Supplies

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• V. Strengthening Information Services Grants

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Collection Development Grants (SLD)--Criteria

• Population 7,000 or less applying for up to
  4,000
• Population 7,001 to 10,000 applying for up to
  7,000
• Required local match 25 of LSTA

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Collection Development (General)--Criteria

• Population 10,000 or less applying for more
  than 7,000
• Population 10,001 or more
• Amount of grant up to 10,000 (required local
  25 of LSTA)

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Collection Development--Definition

• Promote the use of library materials
• May acquire materials for any area of collection
  that is shown to be inadequate in meeting the
  informational needs of persons in the following
  targeted categories

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Collection DevelopmentDefinition, cont.

• Children and Youth at Risk
• Older Adults
• Persons with Disadvantages
• Persons Who Are Institutionalized
• Persons with Limited Literacy or English Language
  Skills
• Persons in Under-Served Areas

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Collection Development--Stipulations

• 100 of federal and required local match may be
  used for materials.
• Up to 25 of total federal and required local
  match may be used for programs to promote
  materials.

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Collection Development--Funding

• Library materials (print and non-print)
• Bookmarks
• Contractual expenses for programs and services
• Display equipment and shelving
• Poster
• Promotional supplies
• Not eligible Individual periodical subscriptions

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Cooperative Library Network Planning
Grants--Criteria

• Population any size
• Amount of grant up to 5,000
• (required local 25 of LSTA)

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Cooperative Library Network Planning
Grants--Stipulations

• Public library non-public library
• Public elem. / sec. school library
• Academic library
• Research library
• Special library
• Detailed report
• Activities
• Conclusions
• Detailed plan

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Cooperative Library Network Planning
Grants--Funding

• Consultant fees
• Stationery
• Postage
• Telephone
• Travel
• Printing

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Cultural Diversity Grants--Definition

• Programs for persons learning English as a second
  language
• Core collections in Spanish and other languages
• Partnering with organizations serving needs of
  persons for whom English is a second language

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Cultural Diversity Grants--Criteria

• Population any size
• Amount of grant up to 20,000 (required local
  25 of LSTA)

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Cultural Diversity Grants--Funding

• Staff training
• Library promotion in non-English languages
• Mileage to provide services
• Appropriate materials lt 75 of sum total of
  federal and required local match

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Library Service Vehicles Grants--Criteria

• Population any size
• Amount of grant up to 90,000
• (required local 100 of LSTA)
• Total available 180,000 (LSTA local)

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Library Service Vehicles Grants--Stipulations

• Vehicles shall be used primarily for
• Providing direct service to patrons
• Transporting library materials between library
  buildings and/or between other buildings where
  patrons are served

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Library Service Vehicles Grants--Funding

• Bookmobiles
• Vans
• Shelving
• Handicapped accessibility equipment
• Air conditioning
• Technology equipment
• Attached equipment
• Van conversion costs

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Library Service Vehicles Grants--Application

• Information requested in application
• Appendix B
• Pictures or drawings of proposed vehicle
• Proposed specs of vehicle and its equipment

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Services for The Disabled Grants--Definition

• Provide services
• Users with special needs
• Provide access
• Library resources

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Services for The Disabled Grants--Criteria

• Population any size
• Amount of grant up to 15,000
• (required local 25 of LSTA)

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Services for The Disabled Grants--Funding

• Staff training
• Appropriate library materials lt75 of sum total
  of federal and required local match
• Adaptive technology
• Equipment (must be ADA compliant)

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Services for Those Having Difficulty Using a
Library Grants--Definition

• Adult literacy projects
• Outreach projects
• Books-by-mail

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Services for Those Having Difficulty Using a
Library Grants--Criteria

• Population any size
• Amount of grant up to 20,000 (required local
  25 of LSTA)

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Services for Those Having Difficulty Using a
Library Grants--Funding

• Staff training
• Mileage to provide services
• Appropriate library materials lt75 to sum total
  of federal and required local match

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• VI. Strengthening Information Technology Grants
  

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Digitization of High-Demand Rare Library
Materials Grants--Criteria

• Population any size
• Amount of grant up to 15,000 (required local
  25 of LSTA)

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Digitization of High-Demand Rare Library
Materials Grants--Funding

• Image capture device scanner or digital camera
• Computer software
• Contractual services for digitization

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High-Speed Connectivity Grants--Criteria

• Population any size
• Amount of grant up to 13,000 (required local
  25 of LSTA)

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High-Speed Connectivity Grants--Stipulations

• gt 384kbps (fractional T1)
• Static IP (permanent computer address)
• Interoperability (how well equipment works
  together)
• Scalability (future growth)
• Standards, certifications, warranties

• Technology Plan
• Technology Information
• Equipment and Software
• Diagrams of network configuration

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High-Speed Connectivity Grants--Funding

• Internet access improvement
• One-time grant
• One-time purchase
• First year telecommunication charges
• Advanced networking for Internet services
• Cooperative or system gateway
• Remote access

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Information Access and Collection Control Grants
(SLD)--Criteria

• Population 10,000 or less
• Amount of grant up to 15,000 (required local
  25 of LSTA)

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Information Access and Collection Control Grants
(General)--Criteria

• Population 10,000 or less applying for more than
  15,000
• Population 10,001 or more
• Amount of grant up to 60,000 for individual
  library, and up to 150,000 for cooperative
  library network or public library system
  (required local 25 of LSTA)

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Information Access and Collection Control
Grants--Funding

• Library system, e.g. OPAC, circulation,
  cataloging
• Alabama Virtual Library (AVL) access
• LANs, WANs, etc., needed to deliver information
• Wiring
• Furnishings for equipment

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Information Access and Collection Control
GrantsFunding, cont.

• Library system hardware and software
• ANSI/NISO Z39.50 compliant library system
  software
• Access charges if first year in a system

• Supplies for use with automated systems
• Staff training
• USMARC record source

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Information Access and Collection Control
GrantsFunding, cont.

• Outsourced retrospective conversion
• Database (existing) conversion by vendor
• Authority control

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Information Access and Collection Control
Grants--Application

• Information Requested in Application
• Appendix A
• Equipment and software
• Diagrams of network configuration
• Sample in application instructions

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Information Access and Collection Control
Grants--Budget

• Budget
• Travel
• To support travel in direct support of automation
  training
• Equipment
• Hardware
• Software-- including CD-ROM for catalog records

• Installation-- including built-in
  warranty/maintenance for 1st yr.
• Furniture
• Supplies

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Information Access and Collection Control
GrantsBudget, cont.

• Budget
• Contractual with Vendor/Company
• Smart barcodes or tags
• Training
• Conversion
• Access charges to join system

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Information Access and Collection Control
GrantsBudget, cont.

• Budget Reminders
• No--Library materials
• No--Barcodes tags installation
• No--Furnishings gt25 of sum total
• No--Training gt25 of sum total
• No--Supplies gt25 of sum total

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Micrographic Equipment Grants--Criteria

• Population any size
• Amount of grant up to 4,500 (required local
  25 of LSTA)

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Micrographic Equipment Grants--Funding

• Microform readers
• Microform reader/printers
• Software for transmitting images to a PC
• Special lens systems

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• VII. Strengthening Youth and Family Grants

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Strengthening Youth and Family Grants--Small
Library Development

• Population 10,000 or less
• Amount of grant up to 5,000 (required local
  25 of LSTA)

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Strengthening Youth and Family Grants--General

• Population 10,000 or less applying for more
  than 5,000
• Population 10,001 or more
• Amount of grant up to 20,000 (required local
  25 of LSTA)

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Strengthening Youth and Family Grants--Definition

• Services to children and youth at risk to support
  educational and recreational needs

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Strengthening Youth and Family Grants--Funding

• Promotion of programming and library materials
• Contractual services, including contractors
  travel
• Supplies
• Computers, supportive software

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Strengthening Youth and Family GrantsFunding,
cont.

• Library materials directly in support of the
  program (75 maximum)
• Books
• Videos (Tapes DVDS)
• CDs

116
Strengthening Youth and Family Grants--Program
Examples

• Day care centers
• Community centers
• Recreational centers
• Group homes
• Juvenile facilities

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• VIII. Strengthening the Information Profession
  Grants

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Professional Training Grants--Who Can Apply?

• Applicant seeking masters degree
• From ALA-accredited library school
• Current employees who are U.S. citizens
• Alabama Public Libraries
• Alabama Public Library Service

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Professional Training Grants--Stipulations, cont.

• Written approval (signature required on
  application) by
• Employing library administration
• Board
• Student agrees to continue employment at library
  while attending classes.

120
Professional Training Grants--Stipulations, cont.

• A public library recipient must agree to utilize
  the employee as a full-time professional
  librarian upon completion of the MLS degree,
  provided that funding and a position are
  available.
• After earning the MLS, the employee must agree to
  work a total of 24 months within a 36-month
  period in a full-time professional librarian
  position in an Alabama public library.

121
Professional Training Grants--Application Process

• The first business day in April--Deadline
• LSTA Advisory Council Review
• June--APLS Executive Board
• 10 business days later--Notification

122
Professional Training Grants--Application
Requirements

• Use forms from APLS
• Proof of unconditional library school acceptance
• 3 letters of written recommendations
• Agree to send library school grades to APLS

123
Professional Training Grants--Funding

• Tuition and non-waivable fees not to exceed
  the in-state allowable charges of the University
  of Alabama to attend the School of Library and
  Information Studies at Tuscaloosa
• Semester hours lt 36
• Non-coverage
• Books
• Fees that may be waived
• Insurance
• Travel

124
Professional Training Grants--Payments

• Issued to public library employer
• Public library by contract disburses funds
• Public library files evaluation form with APLS

125
Grants for Continuing Education for Library
Service

• These grants will be awarded for FY2008 for
  libraries or library systems to administer
  workshops to be concluded by June 30, 2008. The
  deadline for submission will be February 21,
  2007.

126
Conclusion

• Remember
• Review LSTA Manual soon.
• Use todays workshop handouts to begin to plan.
• Do your homework.
• Confer with APLS.