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LSTA Policies and Procedures Manual: Monitoring Projects

Policies and procedures related to LSTA subgrants and LSTA funding from IMLS

Grantee Reporting

LSTA Coordinator should check all incoming reports for accuracy and completeness.

Mid-point report and expenditure report

  • Spending is on track – Matches proposed budget?
  • All expenses supported by receipts
  • No sales tax paid
  • Math adds up
  • Original signature on ER

Final report and final expenditure report

  • All deliverables submitted, including two discussion list posts
  • All funds spent or encumbered by June 30
  • All expenses supported by receipts
  • No sales tax paid
  • Math adds up
  • Final budget matches original or revised budget
  • Original signature on ER

Monitoring Grant Projects

  • Check in periodically with all project directors – upcoming deadlines, upcoming professional development
  • Conduct site visits as needed to monitor progress and consistency of authorized activities.
  • Sign up for grantee library newsletters/emails – check for IMLS/CSL credit on programs, print copies of marketing pieces for the grant files

Changes to the Grant

Dawn LaValle, DLD Director, must approve budget revisions and extension requests. In general, increased allocations to programs and library materials are preferable. Purchase of laptops or other computer equipment is generally not allowed. Extensions are usually granted for "a compelling reason (loss of staff, critical administrative issues etc.)."

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