State Programs - Instructions allotment Pacific Grants

Instructions for Completing the State Programs Report
FY 2010 Allotment Grant
I.

General Instructions

Deadlines for the FY 2010 grant:
 Obligate all FY 2010 LSTA grant funds and complete all grant activities by September
30, 2011.
 Expend all grant funds by December 30, 2011.
 Send your completed report in time for it to arrive at IMLS by December 30, 2011.
Report sections (four parts):
 Part A FY 2010 Numerical Program Data (Excel document)
 Part B FY 2010 Projects (Word document)
 Financial Status Report FY 2010 (Excel document)
 Certification FY 2010 (Word document)
Report instructions (two sets):
 Instructions for Completing the State Programs Report FY 2010 Allotment Grant
 Instructions for Completing FY 2010 Financial Status Report
Report submittal:
 Submit the State Program Report Parts A and B electronically to IMLS as an attachment
to an e-mail message.
 Submit the Financial Status Report and the Certification to IMLS in print form since both
forms must be signed by the authorized certifying official for the state library
administrative agency. This is typically not the financial officer, but the person identified
by the Attorney General as being the authorized certifying official for IMLS State
Programs. The Financial Status Report and the Certification form must have original
signatures signed in blue ink.
If you have any questions about completing the report, please contact your program officer,
James Lonergan at jlonergan@imls.gov; 202-653-4653 (telephone); or 202-653-4602 (fax).
II.

Part A. Numerical Program Data

This section compiles numerical information on applicants and awards. Its primary use is to
justify the need for the program and to derive a national review of LSTA.
Table A1. The Number of Eligible Applicants gives the number of libraries that applied for
Federal funds under LSTA. Within the parameters of the federal law (LSTA), eligibility is
determined by the State as defined or limited in the State’s Five-Year Plan. There should be at
least one applicant even if no subgrants are awarded.

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Eligible applicants include:
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public libraries;
public elementary and secondary school libraries;
academic libraries;
special libraries (research libraries that (a) are not an integral part of an institution of higher
education and (b) make available to the general public library services and materials suitable
for scholarly research not otherwise available, and private or special libraries identified by
the State as eligible for LSTA funds);
multitype library cooperatives, consortia, or library support organizations identified by the
State as eligible for LSTA funds; and
SLAA (State Library Administrative Agency).

Number of Eligible Applications is defined as the number of eligible requests for LSTA grant
funds received by the State Library Administrative Agency (SLAA). States must consider
themselves as applicants. These figures include grants, contracts, cooperative agreements, and
those programs / activities conducted for or by the State Library Administrative Agency with
LSTA funds. There must be at least one application. Indicate the Number of Grants awarded
using LSTA funds and the total Amount Expended under each type of library. The Total
Amount Expended for all libraries must equal the total amount of grant funds expended on the
financial status report.
Table A 2. In the first column, enter the Number of Grants Awarded by LSTA grant
purposes. The SLAA determines the best category for each project. The Total Amount
Expended by each purpose for the allotment period should be given in the second column. The
Total Amount Expended for all of the purposes must equal the total amount of grant funds
expended on the financial status report.
III.

Part B. List of Projects

Complete a project description form for each project funded by FY 2010 funds. Fill in each
section on the form. Check the appropriate box if the project is either statewide, exemplary or
both. In the project description, include project purpose, targeted audience, activities/methods,
evaluation process, and results. Explain how the LSTA funds were expended, but do not attach
invoices or a budget form. If any evaluation or outcome study has been done, include a
description of the results. If you have more than three projects, copy the blank project
description form to make as many copies as you need.
IV.

Financial Status Report

Please read the separate instructions for completing the Financial Status Report form. The form
is an Excel spreadsheet containing formulas to assist in completion of the form. While the form
contains sections pertaining to maintenance of effort (MOE) and match, the US Territories are
not required to provide information on either. We encourage the reporting of matching funds to
demonstrate the power of leveraged funds, but reporting is not required. The sections on the
form that the territories are not required to complete are 10 a. (MOE) and 10 b. 1-3 (match).

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If you have not paid out all of the federal funds by the end of the liquidation period, and have
requested a fiscal extension to liquidate funds, you are still required to submit a report on
December 30, 2011. In this case, the Financial Status Report will be an interim report with the
final version being submitted at a later date agreed upon by IMLS State Programs. Final Reports
are due as soon as the obligations are liquidated or by the date agreed upon.
V.

How to Submit Your Report:

Submit all parts of the report to IMLS by the December 30, 2011 deadline. Prepare an e-mail to
James Lonergan, jlonergan@imls.gov , in the State Programs Office and attach Part A and Part B
forms to the e-mail as separate attachments. Mail the print copies of the Financial Status Report
and the Certification form with original signatures.
Paper copies of the report should be sent to:
James Lonergan
Senior Program Officer
State Library Programs
Institute of Museum and Library Services
1800 M Street, NW, 9th Floor
Washington, DC 20036
jlonergan@imls.gov
VI.

Burden estimate and request for public comments

Public reporting burden for this collection of information is estimated to average eighteen hours
per response, including the time for reviewing instructions, searching existing data sources,
gathering and maintaining the data needed, and completing and reviewing the collection of
information. Send comments regarding this burden estimate or any other aspect of this
collection of information, including suggestions for reducing this burden, to the Institute of
Museum and Library Services, 1800 M Street, NW, 9th Floor, Washington, DC 20036; and to the
Office of Management and Budget, Paperwork Reduction Project (3137-0001), Washington, DC
20503.
revised 09/26/2011

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