You got the grant! Yay! (and Eek!)
This page provides copies of all of the reporting forms and evaluation questions you'll need over the course of the grant period as well as tips for keeping track of expenses.
If you are using grant funds to provide instructional programs for the public, IMLS requires you to ask specific survey questions of the participants. Be sure to collect this data after each program, so you can include it in your midpoint and final reports.
If you are using grant funds to develop a strategic plan or long-range master plan, IMLS requires you to ask library employees the following survey questions:
Participants should select whether they Strongly Agree, Agree, Neither Agree nor Disagree, Disagree, or Strongly Disagree with each of those statements.
It's important to keep track of ALL the expenses paid from grant funds. You'll have to submit copies of invoices and receipts to substantiate every expense. If you don't have supporting paperwork for an expense, then you can't use LSTA grant funds to pay for it. It's a good idea to keep a binder or folder with all of your paperwork in one place.
If you're hiring an instructor, performer, or other contractor, be sure to get an invoice or letter from them stating their fee. You should also keep copies of the checks you send them.
Your finance person or bookkeeper should be able to provide you with a list of expenses paid from the grant funds. Make sure that her/his list matches your expectations. Also keep track of how much you have left to spend, and don't wait until the last minute to spend it.
If your spending plans change, you might need to submit a budget revision. You'll find the form and instructions in the Grant Report Forms boxes below.
Remember, you committed to offering at least 10 programs as part of this project. You also committed to making at least two posts to relevant listservs about the project. Print and save copies of those email messages, and then submit them with your final report in July.
***You also must acknowledge IMLS and CSL in all of your publicity about the programs, in your introduction to each program, and in your listserv posts afterward.***
Always have a backup plan and build in an assistant or second project manager. What if the project director takes another job elsewhere and can't be replaced for several months? What if the library director leaves? What if one of your instructors cancels? What if bad weather forces you to cancel programs? Think about this ahead of time, so you're ready when it happens. The more planning, preparation, and documentation that is done in advance, the easier it is to continue when there are changes.
If things DO change, notify Christine Gauvreau, LSTA Coordinator, at firstname.lastname@example.org.
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