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LSTA Policies and Procedures Manual

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

Reports to IMLS

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.

Project abstracts and activity information become publicly viewable and searchable at Important project websites should be included in the abstract, as links provided in Additional Materials do not become part of the SPR public view. Write SPR entries for a general audience.

Starting with the FY2018 SPR, outcome reporting will be required.

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.


The entire allotment must be accounted for, between subgrants to libraries and expenses by the state library for services. Total LSTA Funds Expended = Allotment.

Submitting the report

Deborah Schander, State Librarian, must certify and submit the SPR using her personal password. To submit the SPR, Deborah 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 her password and click on Submit. The interim financial report requires a separate certification.

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 (deliverIT CT), Library for the Blind and Physically Handicapped (LBPH), Connecticut Digital Library (researchIT CT), DLD administration, and expenditures for the service center. 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 (MOE)

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, borrowIT reimbursements, Cooperating Library Service Center (CLC), and some personnel expenses in the State Librarian's Office. The formula we use should be consistent from year to year. MOE cannot include capital expenditures, special one-time project costs, and other similar windfalls.

FY 2015        4,387,808
FY 2016        4,403,455
FY 2017        4,388,245
3 YEAR AVG.        4,393,169

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

Deborah Schander, State Librarian, must certify and submit the form in the SPR system using her password.

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.

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

Every two years the 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.

Every five years, the IMLS program officer assigned to Connecticut will visit the state library to provide technical assistance and monitoring, to see funded projects in action, to identify best practices and projects to highlight at IMLS, and to promote IMLS opportunities. CT's most recent visit was in July 2016, with the next visit planned for 2020.

The visit usually occurs over three days in the summer and includes visits with the chief library officer, key personnel, and subrecipients. The LSTAC helps to coordinate date selection, reviews the site visit checklist in advance, and prepares the visit itinerary, including meetings with SLAA staff and visits to field sites.

Send news or project coverage to IMLS program officer when it happens. This information can also go in the SPR, but LSTAC doesn't have to wait for the SPR to send it.

Also post to social media, using #IMLSgrant. On Facebook, @Institute of Museum and Library Services. On Twitter, @US_IMLS.

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

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