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LSTA Policies and Procedures Manual: Reports to IMLS

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

IMLS Grants to States

Connecticut's state profile on the IMLS website lists recent allotments and featured projects.

The Grants to States Manual contains detailed documentation and instructions from IMLS for LSTA Administration.

State Program Report (SPR)

Both the SPR and FSR are due on December 29. The LSTA Coordinator will incorporate report data from subgrantees and statewide program directors into individual project reports in the SPR. Statewide projects spanning more than one federal FY may be copied from previous years and amended.

Discrepancy between state fiscal year and federal fiscal year

Provide project reports/statistics according to the state fiscal year just completed, July-June, and financials for the federal fiscal year just completed, October-September.

Money

The entire allotment must be accounted for, between subgrants to libraries and grants to the SLAA for services. Total LSTA Funds Expended = Allotment.

Number of people served

In the FY2013 SPR, this is how the numbers were calculated:

  • deliverIT: 100% of the number of library card holders statewide. For the FY2013 SPR, this was 1,588,546.
  • Consulting:
    • multiply # of library visits by 4 (average number of library staff who participate in each visit)
    • plus 250 individual consultations per DLD staff person
    • plus 25 members of FOCL/ACLB boards
    • plus 181 participants in stats survey
    • plus an estimate of 500 trustees and staff who refer to the stats reports
    • For the FY2013 SPR, all this added up to 3,616 (160+2750+25+181+500).
    • In FY2014, we can count some portion of the number of visits to the Libguides.
  • researchIT:
    • # of students (FT+PT) enrolled at Connecticut's public colleges and universities (http://www.ct.edu/files/opr/SA_Enr_FallHeadcount_V20141210.pdf)
    • plus 33% of the number of library card holders statewide
    • For the FY2013 SPR, this added up to 616,844 (92,644+524,200).
  • Library Service Centers:
    • multiply # of libraries that borrowed items by 100 (thinking that an average of 100 unduplicated patrons at each of those libraries used materials that originally came from the service centers)
    • plus 8 people for each meeting/swap (not counting Julie’s workshops)
    • For the FY2013 SPR, this added up to 27,328 (26400+928).

Some comparison measures from LSTACs in other states, as reported to LSTA Coordinator in December 2014:

  • For statewide content, such as EBSCO database services, Montana uses half of the state population.
  • For database services, Arizona equates the number of sessions to the number of people served. 
  • For statewide delivery service, Rhode Island uses the entire state population.

Submitting the report

Kendall Wiggin, State Librarian, must certify and submit the SPR using his personal password. To submit the SPR, Ken must log in to the SPR interface, click on the "Certify Reports” link in the Projects menu, click on the "Certify Reports" button, and then type in his password and click on Submit. The interim financial report requires a separate certification.

James Lonergan, previous at IMLS program officer, indicated that rejections of the initial report are common, for some of these reasons: missing information; too many typos; need for more detail, especially about spending; missing or inconsistent numbers. Reports are usually not accepted on the first try.

Interim Financial Report

This report was a new requirement in FY15. The interim financial report is due December 30. As of 2016, it is certified and submitted in the online SPR system, though the certification is separate from the SPR certification.

Financial Status Report (FSR)

Both the SPR and FSR are due on December 29.

Matching requirement

The state must show that it is committing at least 34% of the total costs for projects for authorized grant purposes. The programs that "count" in the match are state expenditures for Statewide Delivery (Ccar), Library for the Blind and Physically Handicapped), Connecticut Digital Library (iCONN), Statewide Database Program (reQuest) and some expenditures for the service centers. We also count the in-kind and cash match by libraries that receive subgrants. (Include this in line 10b(2) of the FSR.)

Maintenance of effort

Any expenditures toward the development of libraries can be included in MOE. The state must maintain a level not less than the average of the last three years. If we do not make this minimum, our federal grant will be reduced by the same percentage. We can count all the programs mentioned above and also include State Aid to Public Libraries, Connecticard, all expenditures for the service centers, other personnel costs from DLD, and Cooperating Library Service Center (CLC). 

Waiver Requests for Declines in MOE

If the maintenance of effort amount reported in the SPR in a given fiscal year is below the average of the last three years, the LSTAC will notify the State Librarian that the MOE requirement was not met. If the State Librarian decides to file a waiver request, the LSTAC will research and write a waiver request, following the current guidelines and due dates required by IMLS.

Submitting the report

Kendall Wiggin, State Librarian, must certify and submit the form in the SPR system using his password.

Quarterly Accrual Reports

DAS staff will complete the quarterly accrual reports required by IMLS.

SLAA Survey

Every two years, Tom Newman, State Data Coordinator, completes a State Library Administrative Agency survey for IMLS in January. He will request financial information about LSTA allotments and expenditures which can be taken from the recently-completed SPR and FSR.

Five Year Plan

See also information on CT's past and previous Five Year Plans

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