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2008 LSTA INSTITUTIONAL LITERACY GRANT APPLICATION WORKSHOP PRESENTED BY

2008 LSTA INSTITUTIONAL LITERACY GRANT APPLICATION WORKSHOP PRESENTED 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 Library

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2008 LSTA INSTITUTIONAL LITERACY GRANT APPLICATION WORKSHOP PRESENTED BY

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  1. 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 Library Goodrich Houk Meeting Room 40 East St. Clair StreetIndianapolis, IN 46204

  2. AGENDA • GRANT GUIDELINES • GRANT APPLICATION REVIEW • QUESTIONS AND ANSWERS • SAMPLE PROGRESS REPORT (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  3. 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 Blind HOWARD 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  4. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  5. 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. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  6. 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. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  7. 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. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  8. What amount may be requested? • The maximum amount that may be requested for computer hardware, software and books combined is $7,500. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  9. 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. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  10. BOOKS • General collection reading materials for the library. • Emphasis should be placed on reading materials that are frequently borrowed via inter-library loan. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  11. COMPUTER HARDWARE • Computers, printers, servers and other necessary equipment to update or create a computer lab are eligible expenses. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  12. SOFTWARE Eligible 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. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  13. NON-ALLOWABLE EXPENSES • Ongoing operating costs • IOT Charges • Wages and benefits for existing full-time employees • Entertainment costs • Overhead or indirect costs • Other expenses restricted by state or federal guidelines (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  14. 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. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  15. 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) (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  16. 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. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  17. 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. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  18. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  19. 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. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  20. What is the review process? • All grant applications must be received by 4:00 p.m. ET onMarch 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. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  21. 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. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  22. 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. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  23. 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 onlyon this report (received by deadline) (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  24. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  25. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  26. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  27. APPLICATION – PAGE 1 • Federal Congressional District where your facility is located • http://www.in.gov/apps/sos/legislator/search/index.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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  28. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  29. 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? (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  30. 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/LSTAPlan2008-2012.pdf (Pages 9-11) • How will your project address this goal? • Be sure to name your target audience (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  31. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  32. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  33. APPLICATION – PAGE 2 • ACKNOWLEDGE IMLS • Institute of Museum & Library Services • http://www.imls.gov/recipients/communication.shtm • Click on the downloadable logos link and be aware of the brand standards (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  34. APPLICATION – PAGE 2 • PART 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?) (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  35. 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. (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  36. SAMPLE BUDGET SUMMARY (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  37. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  38. APPLICATION – PAGE 3 • PART 7 (5 pts) • Grant History • How long have you been receiving LSTA grants? • What types of programs have previously been funded? (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  39. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  40. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  41. SAMPLE DETAILED BUDGET (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  42. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  43. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  44. LSTA OUTCOMES PLAN (Cont.) • 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  45. LSTA OUTCOMES PLAN (Cont.) • 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  46. Mail ONE completed application with original signatures and SEVEN copies to: Marcia Smith-Woodard Special Services Consultant Indiana State Library 140 North Senate Avenue Indianapolis, IN 46204 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  47. 2008 – 2009 APPLICATION IS DUE March 26, 2008 by 4 p.m. ET • Please note --THE APPLICATION Must beIN the Library Development Office (LDO) by the DEADLINE. • POSTMARK IS NOT ACCEPTABLE (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

  48. 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 (317) 232-3719 or (800) 451-6028 or mwoodard@library.in.gov

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