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State Program Reporting Requirements
Last updated: 5.15.2015
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Table of Contents
State Program Reporting .............................................................................................................................. 1
Background ............................................................................................................................................... 1
How are the IMLS awards to States evaluated? ....................................................................................... 1
Concepts ................................................................................................................................................... 3
Projects ................................................................................................................................................. 3
Focal Areas and Intents ......................................................................................................................... 4
Activities ................................................................................................................................................ 5
Appendix 1: Diagrams of the Data Collection Questions .............................................................................. 8
Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type....................... 11
Project Report (each section of report underlined) ............................................................................... 11
Activities:................................................................................................................................................. 16
Administrative Project Report ................................................................................................................ 21
Financial Status Report – Final ................................................................................................................ 23
Appendix 3: State Program Report Data Elements..................................................................................... 25
Reporting in the State Program Report System...................................................................................... 25
State Program Report Complete Data Element Set ................................................................................ 26
I.
Project Data Element Sections ..................................................................................................... 26
1.0 General Information ................................................................................................................. 26
2.0 Project Director ......................................................................................................................... 31
3.0 Grantee ..................................................................................................................................... 32
4.0 Project Outcomes...................................................................................................................... 32
5.0 Future Project Information ....................................................................................................... 34
6.0 Budget Information ................................................................................................................... 37
7.0 Compliance with IMLS Grant Conditions ..................................... Error! Bookmark not defined.
8.0 Activity Information .................................................................................................................. 44
9.0 Instruction Information ............................................................................................................. 46
10.0 Content Information ............................................................................................................... 51
11.0 Planning and Evaluation Information ..................................................................................... 64
12.0 Procurement Information ....................................................................................................... 66
13.0 Partner Information ................................................................................................................ 70
14.0 Beneficiary Information .......................................................................................................... 71
15.0 Locale Information .................................................................................................................. 75
II.
Administrative Project Data Element Sections ........................................................................... 79
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1.0 General Information ................................................................................................................. 79
2.0 Budget Information ................................................................................................................... 80
3.0
III.
Compliance with IMLS Grant Conditions.................................. Error! Bookmark not defined.
Financial Status Report Data Element Sections ......................................................................... 86
1.0 Interim Financial Report ........................................................................................................... 86
2.0 Final Financial Report ................................................................................................................ 90
IV.
Fiscal Year Information Data Elements Section ......................................................................... 94
1.0 General Information ................................................................................................................. 94
V.
Manage Grantees Data Element Section .................................................................................... 97
1.0 General Information ................................................................................................................. 97
VI.
State Goals Data Element Section............................................................................................ 100
1.0 General Information ............................................................................................................... 100
VII.
State Information Data Element Sections .............................................................................. 101
1.0 Agency Information................................................................................................................. 101
2.0 Chief Officer Information ........................................................................................................ 103
3.0 Authorized State Official Information ..................................................................................... 104
4.0 Coordinator Information ......................................................................................................... 105
5.0 Library Development Information .......................................................................................... 106
6.0 Fiscal Officer Information........................................................................................................ 107
VIII.
User Information Data Element Section................................................................................ 108
1.0 General Information ............................................................................................................... 108
Appendix 4: Project Examples................................................................................................................... 111
Appendix 5: Focal Areas and Intents ............................................................................................................ 1
Appendix 6: IMLS Training and Documentation - Draft ................................................................................ 2
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State Program Reporting
Background
The Grants to States program is the largest source of Federal funding support for library
services in the U.S. Using a population based formula, more than $150 million is distributed
among the State Library Administrative Agencies (SLAAs) every year. SLAAs are official agencies
charged by law with the extension and development of library services, and they are located in:
• Each of the 50 States and the District of Columbia;
• The Territories (Guam, American Samoa, the Commonwealth of Puerto Rico, the
Commonwealth of the Northern Mariana Islands, and the U.S. Virgin Islands); and
• The Freely Associated States (Federated States of Micronesia, Republic of Palau, and the
Republic of the Marshall Islands).
Each year, over 2,500 Grants to States projects support the purposes and priorities outlined in
the Library Services and Technology Act (LSTA). (See 20 U.S.C. 9121 et seq.) SLAAs may use the
funds to support statewide initiatives and services, and they may also distribute the funds
through competitive subawards (subgrants or cooperative agreements) to public, academic,
research, school, or special libraries or library consortia (for-profit and Federal libraries are not
eligible).
How are the IMLS awards to States evaluated?
Each SLAA must submit a plan that details library services goals for a five-year period. (20 U.S.C
9143). SLAAs must also conduct a five-year evaluation of library services based on that plan. Id.
These plans and evaluations are the foundation for improving practice and informing policy.
Each SLAA receives IMLS funding to support the five year period through a series of
overlapping, two year grant awards. Each SLAA receives IMLS funding to support the five year
period through a series of overlapping two year grant awards. Each SLAA must file interim and
final financial reports, as well as final performance reports for each of these two year grants.
For approximately ten years, the final performance reporting has been accomplished through
IMLS’ State Program Reporting (SPR) system. The basis for this reporting in this database was
narrative in nature and when combined with the final financial reports, provided a solid picture
of how an SLAA spent its two year award. Unfortunately, the narrative aspect did not allow for
easy analysis, comparison, or evaluation across States and their initiatives.
To improve how we measure the impact of the Federal investment in the Grants to States
program, IMLS and SLAAs have been partnering on a comprehensive planning and evaluation
initiative called “Measuring Success.” This multi-year effort is fundamentally shifting the way in
which Grants to States final report information is gathered and shared, and it is improving
program accountability, reporting, evaluation, and assessment. The new SPR is being developed
in phases, in concert with a small group of SLAAs acting as pilots for each phase. Roughly, these
phases correspond to: framework and question development; descriptive reporting for the two
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year award (pilots first, then all states); and finally the incorporation of the performance
measurement reporting. Currently, only Phases I and II have been completed and are reflected
in this documentation. When complete, it will highlight evidence-based best practices. The
Measuring Success initiative is driving the development of a new data reporting and analysis
system (database) that will replace the older State Program Report system. Submissions to the
SPR will encompass the final performance report, the final financial report, and eventually, the
interim financial report for each SLAA’s two year grant.
Through the Measuring Success initiative, we identified features needed for the new SPR
system. The system needs to:
• be flexible and provide easy-to-use tools;
• make the reporting process more consistent so that comparisons and analyses are
simplified;
• strengthen the ability to assess these efforts; and
• promote sharing of promising practices.
The new SPR development is guided by a new data reporting and collection framework that
balances the need for descriptive information to monitor compliance with grant conditions with
the need for data on performance measures to assess the impact of the public funds. When we
can gather project data more consistently, we will be better able to compare projects within
and across States and demonstrate the impact of public funds on library services. States will
also be able to share information about their projects both within the library community and
with the public at large.
State Program Report Framework for Projects:
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Concepts
The new SPR system is broken into eight reporting sections (articulated below in State Program
Report Data Elements), but the heart of an SLAA’s report is in the Project Reporting. As shown
in the framework graphic above, an SLAA expends its annual LSTA Award through one or more
Projects. Projects are tied to an Intent (intended outcome) and are composed of a set of
Activities carried out to achieve the intended outcome. Activities are associated with particular
Modes (controlled vocabulary characteristics of an activity) and Formats (controlled vocabulary
characteristics of a Mode) that relate to “how” an Activity is carried out. Other components of
an Activity provide further details we need to evaluate Projects: Quantity (“how much” or “how
many”), Partner, Beneficiaries (“who”) and Locale (“where”).
Projects
Project Reporting
Projects are the vehicles for organizing activities that support a State’s objective or intended
outcome. Within the SPR framework, “intended outcomes” are tracked and linked to Projects
via Focal Areas and Intents, as well as within Project Activities. A large portion of the Project
reporting is accomplished through controlled vocabulary and controlled responses (binary
response or fixed choice) data elements. This allows SLAAs to properly identify and classify
projects for consistency of reporting across SLAAs and their subrecipients. Properly identified
projects are key to aggregating comparable data that show the impact of IMLS Grants to States
funds. (See Background, p. 1.)
What is a Project?
• A Project is a set of discrete and interdependent activities carried out to achieve an
intended outcome.
• It contains allocable resources (dollars spent, people responsible for accomplishing
tasks, venue or service location(s), and/or time spent).
• It is associated with a specific Intent (intended outcome or performance goal) to allow
for meaningful, standardized recording and analysis purposes.
• It may be conducted as a State Effort (statewide initiative) or as a Subaward.
What is a State Effort?
A State Effort or Statewide project has the entire State’s population as potential beneficiaries
rather than a specific, and smaller, target audience. State Efforts are usually administered by
the SLAA, such as interlibrary loans, summer reading programs, electronic databases, or
technology that facilitates local computer use.
Are State Efforts reported as Projects?
Depending on the scope of the State Effort, it may be reported as one Project or as multiple
Projects. Generally speaking, a State Effort that supports a single Intent will be reported as one
Project, such as when a State Effort supports resource sharing that includes books by mail,
cataloging, and circulation. In certain circumstances, State Efforts may be reported as multiple
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Projects, such as when a State Effort supports a statewide literacy initiative that includes
summer reading, adult conversation circles, and community read events. See Appendix 4:
Project Examples.
What is a Subaward?
A Subaward is an award provided by a pass-through entity (SLAA) to a subrecipient for the
subrecipient to carry out part of a Federal (LSTA) award. (See also, 2 CFR 200.92).
Are Subawards reported as Projects?
In most cases, a Subaward will be reported as one Project. In certain circumstances, a
Subaward may be reported as multiple Projects, such as when a Subaward to a regional library
system has multiple and disparate intents. Multiple Subawards may also be reported as a single
Project, such as when Subawards of $250 are made to 40 libraries to purchase early learning
materials. For additional information, see Appendix 4: Project Examples.
Focal Areas and Intents
Focal Areas and Intents are broad conceptual categories used to show how Projects are aligned
with priorities and purposes of the IMLS Grants to States (and LSTA) program. Focal Areas and
Intents use controlled vocabulary to allow for meaningful reporting, evaluation, comparison,
and assessment of States’ initiatives. The six Focal Areas below were identified by State Library
Administrative Agencies (SLAAs), and they represent the foundation by which the reporting
structure is organized. In the SPR system, they are further specified by and inferred from
Intents, which are the intended outcomes of an action or set of SLAA activities. Intent reporting
helps define the “why” of the Grants to States program. For additional information, see
Appendix 5: Focal Areas and Intents.
What are Focal Areas?
Focal Areas are overarching conceptual categories around which the Grants to States Program
reporting structure is organized. There are six categories:
o Institutional Capacity;
o Information Access;
o Lifelong Learning;
o Human Services;
o Employment and Economic Development; and
o Civic Engagement.
Focal areas are further specified by associated Intents.
What is an Intent?
An Intent is the objective, intended result or outcome of an action or set of Activities.
• It is applicable at the Project and Activity recording levels.
• There are fourteen specific Intents – tied to the Focal Areas – in the SPR system (See
Appendix 5.)
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o They may be further described by the assignment of up to two associated
subjects.
Activities
What is an Activity?
An Activity is an action or actions through which the Intent of a project is accomplished.
• An Activity accounts for at least 10% of the total amount of resources committed to the
project.
• An Activity is further specified by Mode and Format.
Activity
Instruction
Content
Planning/Evaluation
Procurement
Definition
Involves an interaction for knowledge or skill transfer.
Involves the acquisition, development, or transfer of information.
Involves design, development, or assessment of operations,
services, or resources.
Involves purchasing facilities, equipment/supplies,
hardware/software, or other materials (not content) that support
general library infrastructure.
What is a Mode?
A Mode is a characteristic of an activity. There are multiple Mode choices per Activity.
Activity
Instruction
Content
Planning/Evaluation
Procurement
Activity
Instruction
Notes on Mode
How learning is delivered or experienced.
How information is made accessible.
When information is collected, analyzed, and/or disseminated.
Not applicable.
Mode
Program
Definition
Formal interaction and active user engagement (e.g., a
class on computer skills).
Presentation
Formal interaction and passive user engagement (e.g., an
author’s talk).
Informal interaction with an individual or group of
individuals; the provision of expert advice or reference
services to individuals, units, or organizations.
Selecting, ordering, and receiving materials for library or
archival collections by purchase, exchange, or gift, which
may include budgeting and negotiating with outside
agencies (i.e. publishers, vendors) to obtain resources.
Consultation
Content
Acquisition
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Creation
Description
Lending
Preservation
Planning &
Evaluation
Retrospective
Prospective
Procurement No mode
applicable
May also include procuring software or hardware for the
purposes of storing and/or retrieving information or
enabling the act of experiencing, manipulating, or
otherwise interacting with an information resource.
Design or production of an information tool or resource
(e.g., digital objects, curricula, manuals). Includes
digitization or the process of converting data to digital
format for processing by a computer.
Apply standardized descriptive information and/or apply
such information in a standardized format to items or
groups of items in a collection for purposes of intellectual
control, organization, and retrieval.
Provision of a library’s resources and collections through
the circulation of materials (general circulation, reserves).
May also refer to the physical or electronic delivery of
documents from a library collection to the residence or
place of business of a library user, upon request.
Effort that extends the life or useful life of a living or nonliving collection, the individual items or entities included in
a collection, or a structure, building, or site by reducing the
likelihood or speed of deterioration.
Research effort that involves historical assessments of the
condition of a project, program, service, operation,
resource and/or user group.
Research effort that involves assessments of a future
condition of a project, program, service, operation,
resource, and/or user group.
Acquiring or leasing facilities; purchasing
equipment/supplies, hardware/software, or other
materials (not content) that support general library
infrastructure.
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What is a Format?
A Format is a characteristic of a Mode.
Mode
Instruction
Format
In-person
Definition
Carried out face-to-face.
Virtual
Delivered via computer, computer network, or mobile
device.
Delivered both in-person and via a computer, computer
network, or mobile device.
Medium in or on which information (data, sound, images,
etc.) is stored (e.g., paper, film, magnetic tape or disk,
etc.). The medium may be encased in a protective housing
made of another material (plastic, metal, etc.).
Computer-mediated. The term includes commercial or
non-commercial hardware, software, and/or data transfer
connections and protocols, systems at any scale, and
metadata.
In-person/Virtual
Content
Physical
Digital
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Appendix 1: Diagrams of Data Collection Questions
Appendix 1: Diagrams of the Data Collection Questions
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Appendix 1: Diagrams of Data Collection Questions
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Appendix 1: Diagrams of Data Collection Questions
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
Appendix 2: IMLS New State Program Report Data Collection
Questions, by Report Type
Project Report (each section of report underlined)
Project
G2S Project Code: (system assigned)
State:
Fiscal Year:
Exemplary ☐
Exemplary Narrative:
General Information
Title:
State Project Code:
Start Date:
End Date:
Abstract:
State Goal:
Project Director Information
Director Name:
Director Phone:
Director Email:
Grantee:
Project Outcomes
List any important findings or outcomes from your project:
Please briefly describe importance of findings.
What methods did you use to determine your findings? Check all that apply.
☐ Survey
☐ Review of Administrative Data
☐ Interview/Focus Group
☐ Participant ☐ Observation ☐ Other
Based on outputs, outcomes and/or other results, explain any significant lessons learned from these findings
for either the SLAA or others in the LIS field.
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
Do you anticipate continuing this project after the current reporting period ends? ☐ Yes ☐ No
If Yes:
Do you anticipate any change in level of effort? ☐ Yes ☐ No
If Yes: Please briefly describe any changes in the level of effort. Include information about whether you
intend to use LSTA or Match funds.
Do you anticipate any change in the project's scope? ☐ Yes ☐ No
If Yes: Please briefly describe this change in the project's scope.
Do you anticipate any other changes in the project? ☐ Yes ☐ No
If Yes: Please briefly describe this change in level of effort.
If No: Please describe why.
Additional Materials
Attach File (file limit: 40MB)
Enter URL:
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
Budget Information
Salaries/Wages/Benefits
LSTA
MATCH-State
MATCH-Other
Total
LSTA
MATCH-State
MATCH-Other
Total
LSTA
MATCH-State
MATCH-Other
Total
LSTA
MATCH-State
MATCH-Other
Total
LSTA
MATCH-State
MATCH-Other
Total
LSTA
MATCH-State
MATCH-Other
Total
MATCH-State
MATCH-Other
Total
MATCH-State
MATCH-Other
Total
Description:
Consultant Fees
Description:
Travel
Description:
Supplies/Materials
Description:
Equipment
Description:
Services
Description:
Other Operational Expenses
LSTA
Description:
Totals: (system calculated)
LSTA
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
Intent: (select one)
☐ Improve the library workforce
☐ Improve the library’s physical and technological infrastructure
☐ Improve library operations
☐ Improve users’ ability to discover information.
☐ Improve users’ ability to obtain information resources.
☐ Improve users’ formal education
☐ Improve users’ general knowledge and skills
☐ Improve users’ ability to apply information that furthers their personal, family, or household finances
☐ Improve users’ ability to apply information that furthers their personal or family health & wellness
☐ Improve users’ ability to apply information that furthers their parenting and family skills
☐ Improve users’ ability to use resources and apply information for employment support
☐ Improve users’ ability to use and apply business resources
☐ Improve users’ ability to participate in their community
☐ Improve users’ ability to participate in community conversations around topics of concern.
Subject(s): (select up to two)
☐ Arts, Culture & Humanities
☐ Business & Finance
☐ Employment
☐ Personal Finance
☐ Small Business
☐ Civic Affairs
☐ Community Concerns
☐ Government
☐ Education
☐ After-school activities
☐ Curriculum support
☐ Environment
☐ General (select only for electronic databases or other data sources)
☐ Health & Wellness
☐ Parenting & Family skills
☐ Personal/Family health & wellness
☐ History
☐ Languages
☐ Literacy
☐ Adult Literacy
☐ Digital Literacy
☐ Early Literacy
☐ Reading Program (Not Summer Reading)
☐ Summer Reading
☐ Science, Technology, Engineering, & Math (STEM)
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
☐ Library Infrastructure & Capacity
☐ Broadband Adoption
☐ Buildings & Facilities
☐ Certification
☐ Collection Development & Management
☐ Continuing Education and Staff Development
☐ Disaster Preparedness
☐ Library Skills
☐ Programming & Event Planning
☐ Research & Statistics
☐ Outreach & Partnerships
☐ Systems & Technologies
☐ Other:
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
Activities:
Activity Information
Title:
Abstract:
Intent:
Activity: (select one)
☐ Instruction
☐ Content
Mode: (select one)
Format: (select one)
☐ Program
☐ Virtual
☐ Presentation/performance
☐ In-person
☐ Consultation/Drop-in/Referral
☐ Combined in-person & virtual
☐ Other:
☐ Other:
☐ Acquisition
☐ Digital
☐ Creation
☐ Physical
☐ Preservation
☐ Combined digital and physical
☐ Description
☐ Lending
☐ Other
☐ Planning & Evaluation
☐ Procurement
☐ Prospective
☐ In-house
☐ Retrospective
☐ Third party
N/A
N/A
Quantity Information:
If “Activity – Mode” combination = “Instruction – Program”:
Session length (minutes):
Number of sessions in program:
Average number in attendance per session:
Number of times program administered:
If “Activity – Mode” combination = “Instruction – Presentation/performance”:
Presentation/performance length (minutes):
Number of presentations/performances administered:
Average number in attendance per session:
If “Activity – Mode” combination = “Instruction – Consultation/drop-in/referral”:
Total number of consultation/reference transactions:
Average number of consultation/reference transactions per month:
If “Activity – Mode” combination = “Content – Acquisition”:
Number of hardware acquired:
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
Number of software acquired:
Number of licensed databases acquired:
Number of print materials (books & government documents) acquired:
Number of electronic materials acquired:
Number of audio/visual units (audio discs, talking books, other recordings) acquired:
If “Activity – Mode” combination = “Content – Creation”:
Number of items digitized:
Number of items digitized and available to the public:
Number of physical items:
Number of open-source applications/software/systems:
Number of proprietary applications/software/systems:
Number of learning resources (e.g. toolkits, guides):
Number of plans/frameworks:
If “Activity – Mode” combination = “Content – Preservation”:
Number of items conserved, relocated to protective storage, rehoused, or for which other preservationappropriate physical action was taken:
Number of items reformatted, migrated, or for which other digital preservation-appropriate action was
taken:
Number of preservation plans/frameworks produced/updated (i.e. preservation readiness plans, data
management plans):
If “Activity – Mode” combination = “Content – Description”:
Number of items made discoverable to the public
Number of collections made discoverable to the public
Number of metadata plans/frameworks produced/updated
If “Activity – Mode” combination = “Content – Lending”
Total number of items circulated:
Average number of items circulated / month:
Total number of ILL transactions:
Average number of ILL transactions / month:
If “Activity” = “Planning & Evaluation”:
Number of evaluations and/or plans funded:
Number of funded evaluation/plans completed:
If “Activity” = “Procurement”:
Number of funded evaluation and/or plans completed:
Number of acquired equipment used:
Number of hardware items acquired:
Number of acquired hardware items used:
Number of software items acquired:
Number of acquired software items used:
Number of materials/supplies acquired:
Number of acquired materials/supplies used:
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
Partner Types
☐ Federal Government
☐ State Government
☐ Local Government (excluding school districts)
☐ School District
☐ Non-Profit
☐ Private Sector
☐ Tribe/Native Hawaiian Organization
Beneficiaries
Is the activity directed at the library workforce (includes volunteers and trustees)? ☐ Yes ☐ No
If “Yes” Skip to “Locale”
If “No”:
Is the activity for a targeted group or for the general population?
☐ Targeted Group
☐ General Population
Which best describes the geographic community of the targeted group?
☐ Urban
☐ Suburban
☐Rural
Select one or more of the following activity target age groups.
☐ All Ages
☐ 26-49 years
☐ 0-5 years
☐ 50-59 years
☐ 6-12 years
☐ 60-69 years
☐ 13-17 years
☐ 70+ years
☐ 18-25 years
If “General Population” selected above, skip to “Locale”
If “Targeted Group” selected above:
If the activity is directed at those in one or more of the following economic situations, select one or
more.
☐ People who are living below the poverty line
☐ Unemployed
☐ Not Applicable
If the activity is directed at ethnic or minority populations, select one or more.
☐ American Indian or Alaska Native
☐ Hispanic or Latino
☐ Asian
☐ Native Hawaiian or other Pacific Islander
☐ Black or African American
☐ Not Applicable
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
Is the activity directed at families? ☐ Yes
☐ No
Is the activity directed at intergenerational groups (does not include families)? ☐ Yes ☐ No
Is the activity directed at immigrants/refugees? ☐ Yes
☐ No
Is the activity directed at those with disabilities? ☐ Yes ☐ No
Is the activity directed at those with limited functional literacy or informational skills? ☐ Yes ☐ No
Is the activity directed at groups that fall into a category not already captured? ☐ Yes ☐ No
If Yes, please describe.
Locale
Is the activity statewide?
If Yes:
Institution Types (enter #s):
Public Libraries:
Academic Libraries:
SLAA:
Consortia:
Special Libraries:
School Libraries:
Other:
If No:
Can you identify specific institutions?
☐ Yes
☐ No
If Yes:
Institutions:
Name:
Address:
City:
State:
Zip:
If No:
Institution Types (enter #s):
Public Libraries:
Academic Libraries:
SLAA:
Consortia:
Special Libraries:
School Libraries:
Other:
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
Project Tags: (enter up to three)
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
Administrative Project Report
(each section of report underlined)
Administrative Project
Select a fiscal year:
Title
Abstract
Intent: Administer the LSTA Program [prepopulated]
Grantee: [prepopulated with SLAA]
Start Date:
End Date:
Budget Information
Salaries/Wages/Benefits
LSTA
MATCH-State
MATCH-Other
Total
LSTA
MATCH-State
MATCH-Other
Total
LSTA
MATCH-State
MATCH-Other
Total
LSTA
MATCH-State
MATCH-Other
Total
LSTA
MATCH-State
MATCH-Other
Total
LSTA
MATCH-State
MATCH-Other
Total
LSTA
MATCH-State
MATCH-Other
Total
Description:
Consultant Fees
Description:
Travel
Description:
Supplies/Materials
Description:
Equipment
Description:
Services
Description:
Other Operating
Description:
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
Totals: (system calculated)
LSTA
MATCH-State
MATCH-Other
Total
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
Financial Status Report – Final
(input areas of approved FSR)
Select a fiscal year:
General Information
Federal Grant or Other Identifying Number Assigned By Federal Agency:
Total Federal Funds Authorized for This Funding Period: [prepopulated]
Recipient Account Number or Identifying Number:
Report Basis
☐ Cash
☐ Accrual
Funding Grant Period
Start Date:
End Date:
Period Covered by This Report
Start Date:
End Date:
Total SLAA funds expended to meet the purposes of LSTA, including the Five-Year-Plan (MOE):
Minimum MOE Required: [prepopulated]
MATCH-State funds expended specifically on the Five-Year Plan:
MATCH-Other funds expended specifically on the Five-Year Plan:
Total Match: [system calculated]
Minimum Match Required: [system calculated]
All other funds not previously reported:
Total unliquidated obligations (expected to clear by Dec. 30 or later IMLS-approved date) :
Unobligated balance of Federal funds (these funds to be deobligated): [system calculated]
LSTA (Federal) funds expended specifically on the Five Year Plan: [system calculated]
Administration of the Act
Allowed
[system calculated]
Actual
Difference
[system calculated]
IMLS-approved date unliquidated obligations are expected to clear:
Name of Authorized Certifying Official:
Title of Authorized Certifying Official:
Signature of Authorized Certifying Official:
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Appendix 2: IMLS New State Program Report Data Collection Questions, by Report Type
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Appendix 3: State Program Report Data Elements
Appendix 3: State Program Report Data Elements
Reporting in the State Program Report System
The SPR submission is the final performance report for the award period of performance on a two year IMLS award to an SLAA. Reporting in the SPR system is broken down into
logical sections and sub-sections based on the framework. The State Program Report has three sections:
• Projects
• Administrative Project
• Financial Status Report
Each section contains one or more sub-sections; each sub-section contains one or more data elements (question and response). SLAAs are required to complete all the relevant
data elements.
The SPR system provides new functional features for SLAAs. It enables SLAAs to manage other system-required information by providing data elements about:
• Manage Grantees
o Allows States to add and edit basic information about grantees (either subrecipients or SLAA staff)
• State Goals
o Records State Goals from the State’s required Five Year Plan
• Fiscal Year information
o Records information about the State's LSTA program applications and awards
• State Information
o Administrative and Contact Information related to the Annual State Program Report
• Subrecipient Access
o Allows States to provide limited Project-level access to sub-recipients to complete reports for their unique Project
• User Info
o Provides basic information and access control information available to individual users
25
Appendix 3: State Program Report Data Elements
State Program Report Complete Data Element Set
I.
Project Data Element Sections
1. General Information
2. Project Director Information
3. Grantee Information
4. Project Outcomes
5. Future Project Information
6. Budget Information
7. Activity Information
8. Instruction Information
9. Content Information
10. Planning and Evaluation Information
11. Procurement Information
12. Partner Information
13. Beneficiary Information
14. Locale Information
1.0 General Information
1.01
1.02
1.03
1.04
1.05
1.06
1.07
1.08
Title
State Project Code
Start Date
End Date
Abstract
State Goal
Exemplary
Exemplary Reason
Free text entry
Free text entry
Calendar
Calendar
Free text entry
Dropdown selection
Yes/No
Free text entry
26
Appendix 3: State Program Report Data Elements
No.
1.01
Data Element
Name
Title
Data Element Type
Data Element Definition
Free text entry (up to 75 This is the title of the project.
characters)
Data Element Notes
Requirement
Notes
Required for
submission.
Data Element Location
Example:
WD-2013-002
Not required for
submission.
Add Project -> General
Information
For the FY14 IMLS award, a project’s start
date could be 4/1/2014
Required for
submission.
Add Project -> General
Information
For the FY14 IMLS award, a project’s end
date could be 9/30/2015.
Required for
submission
Add Project -> General
Information
Avoid jargon and keep the title as short as
possible while including salient
information.
Add Project -> General
Information
Do not use acronyms. Avoid
abbreviations.
When appropriate, include any
information on target beneficiaries.
Example:
Summer Reading for Economically
Disadvantaged Youth
1.02
State Project
Code
1.03
Start Date
1.04
End Date
Free text entry (up to 50 This is the optional Statecharacters)
assigned identification code
for the project.
Calendar
This is the start date of the
project (month, day, year). It
must fall within the two-year
year IMLS award period of
performance.
Calendar
This is the end date of the
project (month, day year). It
must fall within the two-year
year IMLS award period of
performance.
27
Appendix 3: State Program Report Data Elements
1.05
Abstract
Free text entry (up to
1000 characters)
This is a brief description of
the project’s purpose,
activities, and target
beneficiaries, plus any highlevel results that are
appropriate to highlight.
Ideally, it should stand on its
own as a narrative summary of
the project.
Write for a general audience by avoiding
jargon, acronyms, and abbreviations. Also
avoid highly technical project details,
numerical lists of project goals, and
bullets. If possible, state the “who, what,
and why” of the project in the first
sentence or two. High-level results can be
included, but specific outcomes are more
appropriate to section I.4 Outcomes. Ideal
length is 90-160 words.
Required for
submission.
Add Project -> General
Information
Example:
ABC Express provided early literacy
programming to low-income families with
children on preschool waiting lists. The
project focused on areas such as digital
literacy and socialization, to help with
reading readiness, emergent literacy, and
basic technology skills. Spanish-speaking
librarians led weekly discussions with
parents and guardians around the topic of
early literacy skills. Through these
sessions, caregivers learned about
concepts and practiced simple activities
that they could apply in the home
environment. Meanwhile, the children
participated in hands-on reading readiness
activities that incorporated computers and
handheld devices.
28
Appendix 3: State Program Report Data Elements
Through its Find It Now program, the State
library provided statewide access to
electronic resources and trained librarians
in using the databases for research. IMLS
award funds supported a variety of
resources including full-text articles,
abstracts, electronic versions of reference
books, and other formats that allow
academic, school and public libraries to
offer consistent, quality materials to their
patrons. By subscribing to these resources
at the State level, the project represented
significant cost efficiencies. It also ensured
equitable access to quality information
resources throughout the State. With
something for nearly every information
need, this access meant opportunities for
the State’s citizens to advance and
enhance their lives as workers, students,
citizens, family members, and lifelong
learners.
Example of what to avoid:
Goals of the project were: 1) Provide TJJLS
customers with a web based SSO portal; 2)
Determine the best TJACK upgrade path;
3) Upgrade TJACK network with Cisco ASA
5520 Firewall, Cisco 2821 Internet Router,
Cisco Catalyst 2960G LAN Switch, Cisco
Catalyst 2960G-8TC Perimeter Switch,
Cisco Catalyst 2960G-8TC Internet Switch,
29
Appendix 3: State Program Report Data Elements
1.06
State Goal
Dropdown selection
This is a goal established by
the SLAA in its Five Year Plan.
1.07
Exemplary
Yes/No
This indicates an exemplary
project.
1.08
Exemplary
Reason
Free text entry (up to
700 characters)
This is a brief description of
the exemplary project’s
innovation, vision, impact on
targeted audience, or service
to a new population group.
Systems Integration Cabling (CAT6/CAT7
Wiring); 4) Incorporate RFID tags and
inventory wands.
Select the appropriate State goal from the
dropdown menu. To add a State goal, visit
Account Management -> Add Goals.
Answer “Yes” or “No” to indicate an
exemplary project.
If “Yes” selected, the SLAA considers this
project to be among the year’s best,
worthy of imitation and/or having
significant impact.
Example:
Required for
submission.
Add Project -> General
Information
Not required for
submission
Add Project -> General
Information
Required if “Yes”
for 1.07
This project highlights the library’s
Exemplary. Not
excellent track record in outreach projects required for
to various underserved populations. The
submission if 1.07
program was developed not only with staff Exemplary is
expertise, but with substantial community “No”.
input. The library built relationships with
individuals, showed sensitivity to audience
needs and followed up and changed plans
where needed. It also focused on
measuring outcomes for participants.
Add Project -> General
Information
Most libraries have a group of loyal users,
however, many have not been engaged
beyond traditional Friends activities. With
limited resources, this library’s staff
created networks through established
30
Appendix 3: State Program Report Data Elements
community groups to solicit input, gain
feedback and inform community members
about library resources and services. It’s a
model that others can replicate.
2.0 Project Director Information
2.01
Project Director Name
Free text entry
2.02
Project Director Phone
Free text entry
2.03
Project Director Email
Free text entry
No.
Data Element
Name
Project Director
Name
2.01
Data Element Type
Data Element Definition
Free text entry (up to 50
characters)
This is the legal name of the
main person responsible for
carrying out the project.
2.02
Project Director
Phone
Free text entry (up to 10
characters)
2.03
Project Director
Email
Free text entry (up to 50
characters)
This is the work telephone
number of the project director
including area code.
This is the work email address
of the project director.
Data Element Notes
Requirement
Notes
Avoid using honorifics (i.e. Mr., Mrs.). First Required for
name and last name.
submission.
Example: Julia Alvarez
Report telephone number without spacing
or punctuation. Do not include extension.
Example: 2022220000
Example: julia@nameoflibrary.org
Data Element
Location
Add Project -> Project
Director
Required for
submission.
Add Project -> Project
Director
Required for
submission.
Add Project -> Project
Director
31
Appendix 3: State Program Report Data Elements
3.0 Grantee Information
3.01
Grantee
No.
Data Element
Name
Grantee
3.01
Dropdown selection
Data Element Type
Data Element Definition
Data Element Notes
Dropdown selection
This is the SLAA or a qualified
organization (subrecipient)
that received a sub-award
from the SLAA and carried out
the project.
Select the appropriate grantee or
subrecipient from the dropdown menu.
To add a grantee, visit Account
Management -> Manage Grantees.
Requirement
Notes
Required for
submission.
Data Element
Location
Add Project -> Grantee
Requirement
Notes
Required for
submission.
Data Element Location
4.0 Project Outcomes
4.01
List findings
Free text entry
4.02
Briefly summarize the importance of findings.
Free text entry
4.03
Select the methods used.
Checkbox
4.04
Based on outputs, outcomes and/or other results,
explain any significant lessons learned from these
findings for either the SLAA or others in the LIS
field.
Free text entry
No.
4.01
Data Element
Name
List findings
Data Element Type
Data Element Definition
Data Element Notes
Free text entry
This is a description of
relevant outputs, outcomes,
and/or other results from your
project.
Examples: The majority of participants
were families with young children.
Add Project ->
Outcomes
32
Appendix 3: State Program Report Data Elements
4.02
Briefly summarize
the importance of
this finding.
Free text entry
This is a brief description of
the significance of the outputs,
outcomes and/or other results
reported in 4.01.
4.03
Select the
methods used.
Checkbox
These are the methods
employed to collect the
outputs, outcomes and/or
other results reported in 4.01.
4.04
Based on outputs, Free text entry
outcomes, and/or
other results,
explain any
significant lessons
learned from
these findings for
either the SLAA or
others in the LIS
field.
Examples: The program was aimed at the
general public and advertising reflected
this focus. Given that the majority of
participants were families with young
children, the program will be specifically
focused for these participants next year.
What methods did you use to determine
your findings? Check all that apply.
Response options include: Survey; Review
of Admin data; Interviews or Focus
Groups; Participant Observation; Other.
Examples: Selection of ‘Survey’ and
‘Interviews or Focus Groups’
This is a description of why the Examples: Others in the Library &
findings and outcomes
Information Science field undertaking a
reported in 4.01 are relevant
similar program aimed at the general
to those in the library field.
public may want to consider targeting it to
families with young children.
Required for
submission.
Add Project ->
Outcomes
Required for
submission.
Add Project ->
Outcomes
Required for
submission.
Add Project ->
Outcomes
33
Appendix 3: State Program Report Data Elements
5.0 Future Project Information
5.01 Do you anticipate continuing this project after the current period of performance
ends?
5.02 Please describe why.
Yes/No
5.03 Do you anticipate any change in level of effort?
Yes/No
5.04 Please briefly describe this change in level of effort.
Free text entry
5.05 Do you any anticipate any change in the project’s scope?
Yes/No
5.06 Please briefly describe this change in the project’s scope.
Free text entry
5.07 Do you anticipate any other changes in the project?
Yes/No
5.08 Please briefly describe any changes in the project.
Free text entry
No.
5.01
5.02
Free text entry
Data Element
Name
Do you anticipate
continuing this
project after the
current award
period of
performance
ends?
Data Element Type
Data Element Definition
Data Element Notes
Yes/No
This indicates if the recipient
or subrecipient anticipates
providing support and/or
resources to continue this
project beyond the award
period of performance.
System defaults to “No.”
Please describe
why.
Free text entry
This is a brief explanation of
why the recipient or
subrecipient has decided to
provide support and/or
resources to continue this
project beyond the award
Example: This was a 1-year grant to
support curriculum development for adult
librarians. The curriculum has been
incorporated into the SLAA’s continuing
education program for mid-career
professionals and is available online.
A project’s positive impact often
continues to benefit the community after
the IMLS or State funding has ended.
Requirement
Notes
Required for
submission.
Data Element Location
Add Project ->
Outcomes
If “Yes” user skips
to 5.03.
If “No” user
answers 5.02.
Required for
Add Project ->
submission if “No” Outcomes
selected for “Do
you anticipate
continuing this
project after the
34
Appendix 3: State Program Report Data Elements
5.03
Do you anticipate
any change in
level of effort?
Yes/No
period of performance or,
conversely, why the recipient
or subrecipient has decided
against providing support
and/or resources to continue
this project.
This indicates if the recipient
System defaults to “No.”
or subrecipient will increase or
decrease its support and/or
Example: This project will expand –
resources for this project.
regional.
current award
period of
performance
ends?”
Required for
submission if user
answers “Yes” to
5.01 “Do you
anticipate
continuing this
project after the
current award
period of
performance
ends?”
Add Project ->
Outcomes
If “Yes” user
answers 5.04.
5.04
Please briefly
describe this
change in level of
effort.
Free text entry
This is a brief description of
the planned/implemented
change in the level of support
or resources for this project.
Example: The project will be scaled up to
be carried out at locations throughout the
State.
5.05
Do you any
Yes/No
This indicates if the project’s
System defaults to “No.”
If “No” user skips
to 5.05.
Required for
submission if user
answers “Yes” to
5.03 “Do you
anticipate any
change in level of
effort?”
Required for
Add Project ->
Outcomes
Add Project ->
35
Appendix 3: State Program Report Data Elements
anticipate any
change in the
project’s scope?
intent, activity type(s),
mode(s), format(s),
beneficiary type(s), partner(s),
or locale(s) will change.
submission if user
answers “Yes” to
5.01 “Do you
anticipate
continuing this
project after the
current award
period of
performance
ends?”
Outcomes
If “Yes” user
answers 5.06.
5.06
Please briefly
describe this
change in the
project’s scope.
Free text entry
This is a brief description of
any change to the project’s
intent, activity type(s),
mode(s), format(s),
beneficiary type(s), partner(s),
or locale(s).
Example: Element X of the project is going
to be discontinued due to its lack of
attendance OR Element Y of the project is
going to become the main focus going
forward due to its effectiveness.
5.07
Do you anticipate
any other
changes in the
project?
Yes/No
This indicates if there will be
any other changes to the
project.
System defaults to “No.”
If “No” user skips
to 5.07.
Required for
submission if user
answers “Yes” to
5.05 “Do you
anticipate any
change in the
project’s scope?”
Required for
submission if user
answers “Yes” to
5.01 “Do you
anticipate
continuing this
project after the
current award
Add Project ->
Outcomes
Add Project ->
Outcomes
36
Appendix 3: State Program Report Data Elements
period of
performance
ends?”
5.08
Please briefly
describe these
changes in the
project.
Free text entry
This is a brief description of
any other changes to the
project.
Example: We’ll be hiring a full time staff
person to carry out the project next year
due to its popularity. We found that
assigning this on top of regular duties was
too much for existing staff.
If “Yes” user
answers 5.08.
Required for
submission if user
enters “Yes” to
5.07 “Do you
anticipate any
other changes in
the project?”
Add Project ->
Outcomes
6.0 Budget Information
6.01 Salaries/Wages/Benefits
Accounting
6.02 Salaries/Wages/Benefits Description
Free text entry
6.03 Consultant Fees
Accounting
6.04 Consultant Fees Description
Free text entry
6.05 Travel
Accounting
6.06 Travel Description
Free text entry
6.07 Supplies/Materials
Accounting
6.08 Supplies/Materials Description
Free text entry
6.09 Equipment
Accounting
6.10 Equipment Description
Free text entry
6.11 Services
Accounting
6.12 Services Description
Free text entry
37
Appendix 3: State Program Report Data Elements
38
Appendix 3: State Program Report Data Elements
No.
Data Element Name
Data Element Type
6.01
Salaries/Wages/Benefits Accounting
Data Element Definition
Data Element Notes
This amount includes salaries,
wages, and fringe benefits
paid to staff directly
contributing to the project.
Response options:
LSTA: These are LSTA funds.
MATCH-State: These are State funds
(including in-kind contributions) that
are counted toward the total match
required for the IMLS grant award.
MATCH-Other: These are local or
private funds (including in-kind
contributions) that are counted toward
the total match required for the IMLS
grant award.
6.02
Salaries/Wages/Benefits Free text entry
Description
This description includes
position titles (but not names)
and number of FTEs.
6.03
Consultant Fees
This amount includes all
expenses related to acquiring
the services of a consultant for
a specific activity within the
project.
Accounting
Costs may include fees, travel,
accommodation, and support services
obtained directly by the consultant.
Response options:
LSTA: These are LSTA funds.
MATCH-State: These are State funds
(including in-kind contributions) that
are counted toward the total match
required for the IMLS grant award.
Requirement
Notes
Required for
submission if
LSTA or Match
(non-Federal
share, see 20
U.S.C. 9133(b)(2))
funds are
allocable to this
budget category.
Data Element
Location
Add Project ->
Budget Information
Required for
submission if any
amount in 6.01 is
greater than 0.
Required for
submission if
LSTA or Match
(non-Federal
share, see 20
U.S.C. 9133(b)(2))
funds are
allocable to this
budget category.
Add Project ->
Budget Information
Add Project ->
Budget Information
39
Appendix 3: State Program Report Data Elements
6.04
Consultant Fees
Description
Free text entry
6.05
Travel
Accounting
This description includes the
expertise of consultant along
with actions/contributions to
project.
This amount includes all
airfare, ground transportation,
accommodation, meals, etc.
MATCH-Other: These are local or
private funds (including in-kind
contributions) that are counted toward
the total match required for the IMLS
grant award.
Include consultant name.
Required for
submission if
6.03 is greater
than 0.
Reported expenses must be related to Required for
the project activities and must be
submission if
incurred by the staff working on the
LSTA or Match
project.
(non-Federal
share, see 20
Note: For airfare, economy class must
U.S.C. 9133(b)(2))
be used at all times.
funds are
allocable to this
Response options:
budget category.
LSTA: These are LSTA funds.
Add Project ->
Budget Information
Add Project ->
Budget Information
MATCH-State: These are State funds
(including in-kind contributions) that
are counted toward the total match
required for the IMLS grant award.
MATCH-Other: These are local or
private funds (including in-kind
contributions) that are counted toward
the total match required for the IMLS
grant award.
40
Appendix 3: State Program Report Data Elements
6.06
Travel Description
Free text entry
This description includes the
number of travelers and the
types of travel expenditures.
6.07
Supplies/Materials
Accounting
This amount includes all costs
for supplies and materials
purchased specifically for the
project.
Classify as Supplies/Materials if the
acquisition cost per unit is less than
the lesser of the capitalization level
established by the governmental unit
for financial statement purposes, or
$5,000. (See 2 CFR 200.94(Supplies)).
Response options:
LSTA: These are LSTA funds.
Required for
submission if
6.05 is greater
than 0.
Required for
submission if
LSTA or Match
(non-Federal
share, see 20
U.S.C. 9133(b)(2))
funds are
allocable to this
budget category.
Add Project ->
Budget Information
Required for
submission if
6.07 is greater
than 0.
Add Project ->
Budget Information
Required for
submission if
Add Project ->
Budget Information
Add Project ->
Budget Information
MATCH-State: These are State funds
(including in-kind contributions) that
are counted toward the total match
required for the IMLS grant award.
6.08
Supplies/Materials
Description
Free text entry
This description includes the
types and quantities of
supplies/materials acquired.
6.09
Equipment
Accounting
This amount includes all
tangible personal property.
MATCH-Other: These are local or
private funds (including in-kind
contributions) that are counted toward
the total match required for the IMLS
grant award.
Note: Some items, such as program
supplies can be “bundled.” For
example, 50 early literacy kits, each
containing five picture books, one
character puppet, and a tip sheet.
Classify as Equipment if the acquisition
has a useful life of more than one year
41
Appendix 3: State Program Report Data Elements
and a per-unit acquisition cost which
equals or exceeds the lesser of the
capitalization level established by the
non-Federal entity for financial
statement purposes, or $5,000. (See 2
CFR 200.33 (Equipment))
Response options:
LSTA: These are LSTA funds.
LSTA or Match
(non-Federal
share, see 20
U.S.C. 9133(b)(2))
funds are
allocable to this
budget category.
MATCH-State: These are State funds
(including in-kind contributions) that
are counted toward the total match
required for the grant award.
6.10
Equipment Description
Free text entry
This description includes the
types and quantities of
equipment acquired.
6.11
Services
Accounting
This amount includes the cost
of services provided by a
contractor.
MATCH-Other: These are local or
private funds (including in-kind
contributions) that are counted toward
the total match required for the grant
award.
Response options:
LSTA: These are LSTA funds.
MATCH-State: These are State funds
(including in-kind contributions) that
are counted toward the total match
required for the IMLS grant award.
Required for
submission if
6.09 is greater
than 0.
Required for
submission if
LSTA or Match
(non-Federal
share, see 20
U.S.C. 9133(b)(2))
funds are
Add Project ->
Budget Information
Add Project ->
Budget Information
42
Appendix 3: State Program Report Data Elements
6.12
Services Description
Free text entry
This description includes the
services provided.
6.13
Other Operational
Expenses
Accounting
This amount includes any
allowable indirect costs.
allocable to this
MATCH-Other: These are local or
budget category.
private funds (including in-kind
contributions) that are counted toward
the total match required for the IMLS
grant award.
Databases should be described here
Required for
and names of contractors included.
submission if
6.11 is greater
than 0.
Response options:
LSTA: These are LSTA funds.
Add Project ->
Budget Information
Add Project ->
Budget Information
MATCH-State: These are State funds
(including in-kind contributions) that
are counted toward the total match
required for the IMLS grant award.
6.14
Other Operational
Expenses Description
Free text entry
This description includes
allowable indirect costs
incurred by the grantee.
MATCH-Other: These are local or
private funds (including in-kind
contributions) that are counted toward
the total match required for the IMLS
grant award.
Required for
submission if
6.13 is greater
than 0.
Add Project ->
Budget Information
43
Appendix 3: State Program Report Data Elements
7.0 Activity Information
7.01 Title
Free text entry
7.02 Abstract
Free text entry
7.03 Intent
Select entry from dropdown
7.04 Activity
Select entry from dropdown
No.
Data Element Name
Data Element Type
Data Element Definition
Data Element Notes
7.01
Title
Free text entry (up to
75 characters)
This is the title of the activity.
Avoid jargon and keep the title as short
as possible while including salient
information.
Requirement
Notes
Required for
submission.
Data Element
Location
Add Project ->
Activity Information
Do not use acronyms. Avoid
abbreviations and do not punctuate
abbreviations.
7.02
Abstract
Free text entry (up to
1000 characters)
This is a brief description of
the activity’s purpose,
methods, and target
beneficiaries, plus any highlevel results that are
appropriate to highlight. It
could stand on its own as a
When appropriate, include any
information on target beneficiaries.
Example:
Family storytime train-the-trainer
workshops
Write for a general audience by
Required for
avoiding jargon, acronyms, and
submission.
abbreviations. Also avoid highly
technical activity details, numerical lists
and bullets. If possible, state the “who,
what, and why” of the activity in the
first sentence or two.
Add Project ->
Activity Information
44
Appendix 3: State Program Report Data Elements
narrative summary of the
activity.
7.03
7.04
Intent
Activity
Example:
The library hosted a Small Business
Resource Center open house to
showcase newly purchased materials
and encourage small business owners
to learn about other resources at the
library. As a result of the open house,
circulation of the center’s resources
has increased and the number of small
business owners utilizing the library’s
instructional services has increased.
Example (for the abstract above):
Select entry from
dropdown
This is the activity’s objective
or expected result, chosen
from a set of existing options
that are related to the
selected project focal area.
Select entry from
dropdown
This is the action(s) taken to
carry out the intent, such as
instruction, content, planning
and evaluation, and
procurement. It is chosen from
a set of existing options.
Example (for the abstract above):
Improve users’ ability to use and apply
business resources (related to:
Economic & Employment Development
focal area)
See related sections 8.0 Instruction
Information, 10.0 Content Information,
10.0 Planning/Evaluation Information,
and 11.0 Procurement Information.
Required for
submission.
Add Project ->
Activity Information
Required for
submission.
Add Project ->
Activity Information
Raised public awareness of a library
program or service
45
Appendix 3: State Program Report Data Elements
8.0 Instruction Information
8.01 Program
Dropdown selection
8.02 Program – In-person
Dropdown selection
8.03 Program – Virtual
Dropdown selection
8.04 Program – Combined in-person, virtual
Dropdown selection
8.05 Session length (minutes)
Numeric
8.06 Number of sessions in program
Numeric
8.07 Average number in attendance per session
Numeric
8.08 Number of times program administered
Numeric
8.09 Presentation/Performance
Dropdown selection
8.10 Presentation/Performance – In-person
Dropdown selection
8.11 Presentation/Performance – Virtual
Dropdown selection
8.12 Presentation/Performance – Combined in person, virtual
Dropdown selection
8.13 Presentation/performance length (minutes)
Numeric
8.14 Number of presentations/performances administered
Numeric
8.15 Average number in attendance per session
Numeric
8.16 Consultation/Drop-in/Referral
Dropdown selection
8.17 Consultation/Drop-in/Referral – In-person
Dropdown selection
8.18 Consultation/Drop-in/Referral – Virtual
Dropdown selection
8.19 Consultation/Drop-in/Referral – Combined in-person, virtual
Dropdown selection
8.20 Total number of consultation/reference transactions
Numeric
8.21 Average number of consultation/reference transactions per month
Numeric
46
Appendix 3: State Program Report Data Elements
No.
Data Element Name
Data Element Type
Data Element Definition
Data Element Notes
8.01
Program
Dropdown selection
For example, a class on computer
skills.
8.02
Program – In-person
Dropdown selection
This involves the transfer of
knowledge or skills through
formal interaction and active
user engagement.
This indicates a program that
was carried out face-to-face.
8.03
Program – Virtual
Dropdown selection
Example: Computer class
conducted via webinar
8.04
Program – Combined inperson, virtual
Dropdown selection
This indicates a program that
was delivered via a computer
or computer network.
This indicates a program that
was delivered both in-person
and via a computer or
computer network.
8.05
Session length (minutes)
Numeric
This is the duration of the
session in minutes.
8.06
Number of sessions in
program
Numeric
This is the number of classes,
workshops, seminars,
trainings, or clinics within a
program.
Example: Computer class
conducted in library’s digital lab
Example: Weeklong in-person
institute with two webinar followup sessions
Example: Course on topic X with
participants that are in a classroom
or logged in to a web-based
learning system
Example: Three-part workshop on
digital media, with each session
scheduled for an hour and a half):
90 minutes
Example: Three-part workshop on
digital media, with each session
scheduled for an hour and a half
Requirement
Notes
Data Element
Location
Add Project ->
Activity ->
Instruction
Add Project ->
Activity ->
Instruction
Add Project ->
Activity ->
Instruction
Add Project ->
Activity ->
Instruction
Add Project ->
Activity ->
Instruction
Add Project ->
Activity ->
Instruction
3
Example: Conversation café that
meets weekly throughout the year
47
Appendix 3: State Program Report Data Elements
to help develop English language
skills for persons with limited
English proficiency:
8.07
8.08
Average number in
attendance per session
Number of times program
administered
Numeric
Numeric
This is the total attendance for
all sessions divided by the
total number of sessions.
This is the number of times
the program was held.
52
Example (three sessions attended
by 60, 55, and 48 respectively):
54
Example: Three-part workshop
repeated in fall and spring
2
Add Project ->
Activity ->
Instruction
Add Project ->
Activity ->
Instruction
Example: Conversation café that
meets weekly throughout the year
to help develop English language
skills for persons with limited
English proficiency:
8.09
Presentation/Performance
Dropdown selection
8.10
Presentation/Performance – Dropdown selection
In-person
8.11
Presentation/Performance Virtual
Dropdown selection
A type of instruction mode
involving formal interaction
and passive user engagement
An activity format where a
Presentation/Performance is
carried out face-to-face.
An activity format where a
Presentation/Performance is
mediated by a computer or
computer network.
1
Example: Author talk
Example: Author talk in the library
Example: Author talk via Google
Hangout
Add Project ->
Activity ->
Instruction
Add Project ->
Activity ->
Instruction
Add Project ->
Activity ->
Instruction
48
Appendix 3: State Program Report Data Elements
8.12
Presentation/Performance – Dropdown selection
Combined in person, virtual
8.13
Presentation/performance
length (minutes)
8.14
Numeric
Number of
Numeric
presentations/performances
administered
An activity format where a
Presentation/Performance is
delivered both in-person and
via a computer or computer
network.
The duration of the
Presentation/Performance in
minutes
The number of times the
Presentation/Performance
was held
8.15
Average number in
attendance per session
Numeric
The total attendance for all
sessions divided by the total
number of sessions.
8.16
Consultation/Dropin/Referral
Dropdown selection
8.17
Consultation/Dropin/Referral – In-person
Dropdown selection
8.18
Consultation/Dropin/Referral – Virtual
Dropdown selection
A type of instruction involving
interaction with an individual
or group of individuals (library
staff or other professional)
who provide expertise or
reference services to
individuals, units, or
organizations.
An activity format where
consultation/drop-in/referral
is carried out face-to-face.
An activity format where
consultation/drop-in/referral
is mediated by a computer or
Example: Author talk in the library
simulcast through Google Hangout
Add Project ->
Activity ->
Instruction
Example: One hour author talk
Add Project ->
Activity ->
Instruction
Add Project ->
Activity ->
Instruction
60 minutes
Example: Two different author
talks
2
Example: Two sessions attended
by 300 and 200 respectively
(if web-based presentation system
counts attendees)
250
Example: Weekly resume help
hour
Example: Weekly resume help
hour in the library
Example: Weekly resume help
hour via Skype
Add Project ->
Activity ->
Instruction
Add Project ->
Activity ->
Instruction
Add Project ->
Activity ->
Instruction
Add Project ->
Activity ->
Instruction
49
Appendix 3: State Program Report Data Elements
computer network.
8.19
Consultation/Dropin/Referral – Combined inperson, virtual
Dropdown selection
8.20
Total number of
consultation/reference
transactions
Numeric
8.21
Average number of
consultation/reference
transactions per month
Numeric
An activity format where
consultation/drop-in/referral
is delivered both in-person
and via a computer or
computer network.
The total number of
consultations/reference
transactions
The total number of all
consultations/reference
transactions divided by the
number of months over which
they occurred.
Example: Weekly resume help
hour with staff available for both
in-person and Skype consultation
Add Project ->
Activity ->
Instruction
Example: Weekly resume help
hour had an average of 4
participants each week throughout
the year
Add Project ->
Activity ->
Instruction
208
Example: Weekly resume help
hour had an average of 4
participants each week throughout
the year
Add Project ->
Activity ->
Instruction
17
50
Appendix 3: State Program Report Data Elements
9.0 Content Information
9.01
Acquisition
Dropdown selection
9.02
Acquisition – Physical
Dropdown selection
9.03
Acquisition – Digital
Dropdown selection
9.04
Acquisition – Combined physical and digital
Dropdown selection
9.05
Number of hardware acquired
Numeric
9.06
Number of software acquired
Numeric
9.07
Number of licensed databases acquired
Numeric
9.08
Numeric
9.09
Number of print materials (books and govt
documents) acquired
Number of electronic materials acquired
9.10
Number of audio/visual units acquired
Numeric
9.11
Creation
Dropdown selection
9.12
Creation – Physical
Dropdown selection
9.13
Creation – Digital
Dropdown selection
9.14
Creation – Combined physical and digital
Dropdown selection
9.15
Number of items digitized
Numeric
9.16
Number of items digitized and available to the public
Numeric
9.17
Number of physical items
Numeric
9.18
Numeric
9.19
Number of open-source
applications/software/systems
Number of proprietary applications/software/systems
9.20
Number of learning resources (e.g. toolkits, guides)
Numeric
9.21
Number of plans/frameworks
Numeric
9.22
Preservation
Dropdown selection
Numeric
Numeric
51
Appendix 3: State Program Report Data Elements
9.23
Preservation – Physical
Dropdown selection
9.24
Preservation – Digital
Dropdown selection
9.25
Preservation – Combined physical and digital
Dropdown selection
9.26
Numeric
9.29
Number of items conserved, relocated to protective
storage, rehoused, or for which other preservationappropriate physical action was taken
Number of items reformatted, migrated, or for which
other digital preservation-appropriate action was
taken
Number of preservation plans/frameworks
produced/updated
Description
9.30
Description – Physical
Dropdown selection
9.31
Description – Digital
Dropdown selection
9.32
Description – Combined physical and digital
Dropdown selection
9.33
Number of items made discoverable to the public
Numeric
9.34
Number of collections made discoverable to the public
Numeric
9.35
Numeric
9.36
Number of metadata plans/frameworks
produced/updated
Lending
9.37
Lending – Physical
Dropdown selection
9.38
Lending – Digital
Dropdown selection
9.39
Lending – Combined physical and digital
Dropdown selection
9.40
Total number of items circulated
Numeric
9.41
Average number of items circulated per month
Numeric
9.42
Total number of ILL transactions
Numeric
9.43
Average number of ILL transactions per month
Numeric
9.27
9.28
Numeric
Numeric
Dropdown selection
Dropdown selection
52
Appendix 3: State Program Report Data Elements
No.
Data Element Name
Data Element Type
Data Element Definition
Data Element Notes
9.01
Acquisition
Dropdown selection
9.02
Acquisition – Physical
Dropdown selection
9.03
Acquisition – Digital
Dropdown selection
This involves selecting,
Example: Purchased books
ordering, and receiving
materials for library or archival
collections by purchase,
exchange, or gift, which may
include budgeting and
negotiating with outside
agencies (i.e. publishers,
vendors) to obtain information
resources. May also include
procuring software or
hardware for the purposes of
storing and/or retrieving
information or enabling the
act of experiencing,
manipulating, or otherwise
interacting with an
information resource.
This indicates the purchase,
Example: Purchased paperbacks
exchange, or receipt (by gift or
donation) of physical
materials. These may consist
of print materials, moving
images, sound recordings,
photo collections, maps,
artwork, and/or microfilm.
This indicates the purchase,
Example: Purchased license for e-
Requirement
Notes
Data Element
Location
Add Project ->
Activity -> Content
Add Project ->
Activity -> Content
Add Project ->
53
Appendix 3: State Program Report Data Elements
9.04
Acquisition – Combined
physical and digital
Dropdown selection
9.05
Number of hardware acquired
Numeric
exchange, or receipt (by gift or
donation) of digital or
electronic materials. Include
materials held locally and
remote materials for which
permanent or temporary
access rights have been
acquired. Electronic materials
can be distributed on
magnetic tape, computer
software, CD-ROM, or other
portable digital carrier, and
can be accessed via a
computer, via access to the
Internet, or by using a mobile
device. Types of electronic
materials include e-books, eserials (including journals),
government documents,
scores, maps, or still images in
electronic or digital format.
This indicates the purchase,
exchange, or receipt (by gift or
donation) of physical and
digital/electronic materials.
This is the number of acquired
mechanical, electrical,
electronic, or other physical
equipment and machinery
associated with information
systems.
books
Activity -> Content
Example: Purchased both
paperbacks and a license for ebooks
Add Project ->
Activity -> Content
These are sets of objects or items.
Examples:
Add Project ->
Activity -> Content
If a library purchased 50 desktop
computers (each with monitor,
tower, and keyboard), report 50.
54
Appendix 3: State Program Report Data Elements
9.06
9.07
9.08
Number of software acquired
Number of licensed databases
acquired
Number of print materials
(books and govt documents)
Numeric
Numeric
Numeric
This is the number of acquired
applications or programs
associated with information
systems. Includes system
programs such as operating
systems (OS), database
management systems (DBMS),
and application designed to
process data.
This is the number of acquired
licensed databases. These are
large, regularly updated files
of digitized or digital
information (bibliographic
records, abstracts, full-text
documents, directory entries,
images, statistics, etc.) related
to a specific subject or field,
consisting of records of
uniform format. Database
content is typically leased by
vendors (e.g. EBSCO) that
provide access to the data,
usually through proprietary
search software.
This is the number of physical
items added to the library’s
If a library purchased 5 AWE literacy
stations (each with monitor and
keyboard), report 5.
Example: Purchased three licenses
for Adobe Photoshop and six
licenses for Adobe video editing
software
Add Project ->
Activity -> Content
9
Example: Acquired access to ten
OCLC databases and twenty Gale
databases
Add Project ->
Activity -> Content
30
Example (purchased 340 non-fiction
titles and two print titles of the
Add Project ->
Activity -> Content
55
Appendix 3: State Program Report Data Elements
acquired
9.09
Number of electronic
materials acquired
Numeric
collection(s). Physical items
may consist of books, serials,
government documents, and
any other print resources.
These are the number of
electronic (digital) materials
acquired and added to the
library’s collection(s).
Code of Federal Regulations):
342
Record the number of licensed
databases acquired in 9.07. Do not
include the total number of objects
(e.g. articles) in the licensed
database.
Add Project ->
Activity -> Content
Record the number of computer
software acquired in 9.06.
Record the number of hardware to
support library operations or to link
to external networks, including the
Internet, in 9.05.
Record the number of reference
tools created to support access to
the library’s digital collection in
9.33.
Record the number of audio/visual
items (downloadable titles) in 9.10.
Example: Purchased access to ebooks with number of circulations
set at 200
200
56
Appendix 3: State Program Report Data Elements
Example: Purchased perpetual
access to e-books collection of 350
titles
9.10
Number of audio/visual units
acquired
Numeric
9.11
Creation
Dropdown selection
9.12
Creation – Physical
Dropdown selection
This is the number of
audio/visual materials
acquired. Types of
audio/visual materials include
records, audio discs, talking
books, sound recordings, and
downloadable titles.
This involves the design or
production of an information
tool or resource (e.g., digital
objects, curricula, manuals).
Includes digitization or the
process of converting data to
digital format for processing
by a computer.
This indicates the design or
development of tools,
manuals/handbooks,
resources. These may consist
of print materials.
350
Example: Purchased 35 Playaway
titles
Add Project ->
Activity -> Content
35
Example: Digitized manuscripts
Add Project ->
Activity -> Content
Example: Created and printed
brochure for newly digitized
collections
Add Project ->
Activity -> Content
Access to these items does not
require a computer or mobile
device.
57
Appendix 3: State Program Report Data Elements
9.13
Creation – Digital
Dropdown selection
This indicates the design or
Example: Created a website
development of digital tools,
manuals, handbooks, and/or
resources. These may consist
of web applications, digital
repositories, or software tools.
Add Project ->
Activity -> Content
9.14
Creation – Combined physical
and digital
Dropdown selection
This indicates the design or
Example: Created blended learning
development of tools,
course content, including syllabus
manuals, handbooks, and/or
and five online tutorials
resources that are produced in
print and digitally.
Add Project ->
Activity -> Content
9.15
Number of items digitized
Numeric
This is the number of physical
items converted into digital
form.
Add Project ->
Activity -> Content
An item is a “work” e.g. a book, a
newspaper, a map, a score, or an
album.
Example (digitized seven
manuscripts of varying page lengths
and kept them on internal server for
processing):
9.16
Number of items digitized and
available to the public
Numeric
This is the number of physical
items converted into digital
form that are accessible to the
general public.
7
Digital items are considered
“available to the public” when
access to or use of such items does
not require intervention by library
staff.
Example (digitized seven
manuscripts of varying page lengths
and added them to library catalog):
7
Add Project ->
Activity -> Content
58
Appendix 3: State Program Report Data Elements
9.17
9.18
9.19
9.20
9.21
Number of physical items
Numeric
Number of open-source
Numeric
applications/software/systems
Number of proprietary
Numeric
applications/software/systems
Number of learning resources
(e.g. toolkits, guides)
Number of plans/frameworks
Numeric
Numeric
This is the number of physical
items developed that provide
information on accessing a
library program, service, or
resource.
This is the number of open
source items developed or
improved.
This is the number of
proprietary items developed
or improved.
This is the number of items
(physical and/or digital)
created to support the
development of knowledge,
skills or abilities (beyond
accessing a program, service,
or resource).
This is the number of items
created that describe a
conceptual framework, policy,
plan, or a business process.
An item is a “work” i.e., a library
newsletter, an archival finding aid
for an archival collection.
Add Project ->
Activity -> Content
Example (two finding aids
developed for archival collections):
2
Example (open-source homework
help tool developed):
Add Project ->
Activity -> Content
1
Example (proprietary ILS system
developed):
Add Project ->
Activity -> Content
1
Example (quarterly print newsletter
or guide distributed to hundreds
during the project year):
Add Project ->
Activity -> Content
4
Only record those
plans/frameworks that could be
adapted or replicated by another
institution.
Add Project ->
Activity -> Content
For example, a geopolitical
ontology; a regional disaster plan; a
statewide strategic plan.
59
Appendix 3: State Program Report Data Elements
9.22
Preservation
Dropdown selection
9.23
Preservation – Physical
Dropdown selection
This involves maintaining
materials in an optimal
condition, either in their
original format or in a form
more durable, through
retention under proper
environmental conditions or
actions taken after an object
or collection item has been
damaged to prevent further
deterioration. This includes
digital preservation or the
process of maintaining, in a
condition suitable for use,
materials produced in digital
formats, including
preservation of the technical
metadata and the continued
ability to render or display the
content represented or
described by the metadata. It
may also refer to the practice
of digitizing materials
originally produced in nondigital formats (print, film,
etc.) to prevent permanent
loss due to deterioration of
the physical medium.
This indicates the preservation
of physical items. These may
consist of print materials,
Example: Rehoused an archival
collection in climate-controlled
storage
Add Project ->
Activity -> Content
Example: Fixed a deteriorating book
binding
Add Project ->
Activity -> Content
60
Appendix 3: State Program Report Data Elements
9.24
Preservation - Digital
Dropdown selection
9.25
Preservation – Combined
physical and digital
Dropdown selection
9.26
Number of items conserved,
relocated to protective
storage, rehoused, or for
which other preservationappropriate physical action
was taken
Number of items reformatted,
migrated, or for which other
digital preservationappropriate action was taken
Number of preservation
plans/frameworks
produced/updated
Numeric
9.27
9.28
Numeric
Numeric
moving images, sound
recordings, photo collections,
maps, artwork, and/or
microfilm.
This indicates the preservation
of digital items. Digital items
can be distributed on
magnetic tape, computer
software, CD-ROM, or other
portable digital carrier, and
can be accessed via a
computer, via access to the
internet, or by using a mobile
device.
This involves the preservation
of both physical and digital
items.
This is the number of physical
items that have received
conservation or preservation
(not digital) treatment.
Example: Converted historic videos
to more stable digital format
Add Project ->
Activity -> Content
Example: Provided protective
sleeves for fragile archival letters
after digitizing them
Example : Rehoused six boxes of
archival materials in climatecontrolled storage
Add Project ->
Activity -> Content
Add Project ->
Activity -> Content
6
This is the number of physical Example: Converted twenty historic
items that have received
videos to more stable digital format
digital preservation treatment.
20
This is the number of
Example: ten libraries developed
preservation
preservation plans
plans/frameworks developed
or improved.
10
Add Project ->
Activity -> Content
Add Project ->
Activity -> Content
61
Appendix 3: State Program Report Data Elements
9.29
Description
Dropdown selection
9.30
Description – Physical
Dropdown selection
9.31
Description – Digital
Dropdown selection
9.32
Description – Combined
physical and digital
Dropdown selection
9.33
Number of items made
discoverable to the public
Numeric
9.34
9.35
Number of collections made
discoverable to the public
Number of metadata
plans/frameworks
produced/updated
Numeric
Numeric
This involves the application of
standardized descriptive
information to items or groups
of items in a collection for
purposes of intellectual
control, organization, and
retrieval.
This indicates the description
of physical items.
This indicates the description
of digital items.
This indicates the description
of physical and digital items.
This is the total number of
items (both physical and
digital) made accessible to the
general public.
This is the total number of
collections made accessible to
the general public.
This is the number of
metadata plans/frameworks
developed or improved.
Example: Created catalog records
for a collection of print titles
Add Project ->
Activity -> Content
Example: Created catalog records
for a collection of books
Example: Created metadata for 30
digitized manuscripts
Example: Added catalog record for a
single print title and created
metadata for its digitized copy
Example: 350 photographs from 6
archival collections were digitized
and metadata created for each
photograph.
Add Project ->
Activity -> Content
Add Project ->
Activity -> Content
Add Project ->
Activity -> Content
350
Example: Seven archival collections
composed of 45 archival boxes, for
which collection finding aids were
created
7
Example: Created metadata
framework for newly digitized
materials
Add Project ->
Activity -> Content
Add Project ->
Activity -> Content
Add Project ->
Activity -> Content
1
62
Appendix 3: State Program Report Data Elements
9.36
Lending
Dropdown selection
9.37
Lending – Physical
Dropdown selection
9.38
Lending – Digital
Dropdown selection
9.39
Lending – Combined physical
and digital
Dropdown selection
9.40
Total number of items
circulated
Numeric
9.41
9.42
Average number of items
circulated per month
Total number of ILL
transactions
Numeric
Numeric
This involves the provision of a
library’s resources and
collections through the
circulation of materials
(general circulation, reserves).
May also refer to the physical
or electronic delivery of
documents from a library
collection to the residence or
place of business of a library
user, upon request.
This indicates the lending of
physical items.
This indicates the lending of
digital items.
This involves the lending of
both physical and digital
items.
This is the number of items
(both physical and digital)
including renewals charged to
a borrower account for use
outside the library facility.
This is the median number of
items including renewals
charged to a borrower account
for use inside or outside the
library.
This is the number of
interlibrary loan transactions
charged to a borrower/user
Example: Loaned 5,715 titles to
patrons
Note: Response will be limited to
either 9.37 or 9.38 or 9.39
depending upon which method is
selected in the dropdown box:
Physical (9.37 would be answered),
Digital (9.38 would be answered), or
Combined physical and digital (9.39
would be answered)
Add Project ->
Activity -> Content
Example: Loaned 2,110 print titles
to patrons
Example: Loaned 3,605 e-book titles
to patrons
Example: Loaned 2,110 print and
3,605 e-book titles to patrons
Add Project ->
Activity -> Content
Add Project ->
Activity -> Content
Add Project ->
Activity -> Content
Example: Circulated 2,110 print and
3,605 e-book titles to patrons over
12 months
Add Project ->
Activity -> Content
5,715
Example: Circulated 2,110 print and
3,605 e-book titles to patrons over
12 months
476
Do not include items checked out to
another library.
Add Project ->
Activity -> Content
Add Project ->
Activity -> Content
63
Appendix 3: State Program Report Data Elements
account.
9.43
Average number of ILL
transactions per month
Numeric
This is the median number of
interlibrary loan transactions
charged to a borrower/user
account.
Example: Provided 435 print titles
through interlibrary loan over 12
months
435
Do not include items checked out to
another library.
Add Project ->
Activity -> Content
Example: Provided 435 print titles
through interlibrary loan over 12
months
36
Add Project -> Activity -> Content
10.0 Planning and Evaluation Information
10.01 Planning/Evaluation
Dropdown selection
10.02 Planning/Evaluation – Prospective
Dropdown selection
10.03 Planning/Evaluation – Prospective – In-house
Dropdown selection
10.04 Planning/Evaluation – Prospective – Third-party
Dropdown selection
10.05 Planning/Evaluation – Retrospective
Dropdown selection
10.06 Planning/Evaluation – Retrospective – In-house
Dropdown selection
10.07 Planning/Evaluation – Retrospective – Third-party
Dropdown selection
10.08 Number of evaluations and/or plans funded
Numeric
10.09 Number of evaluations and/or plans completed
Numeric
64
Appendix 3: State Program Report Data Elements
No.
Data Element Name
Data Element Type
Data Element Definition
Data Element Notes
Requirement
Notes
Data Element
Location
Add Project ->
Activity ->
Planning/Evaluation
10.01 Planning/Evaluation
Dropdown selection
Example: Paid an outside evaluator
for the State’s 5-year evaluation
10.02 Planning/Evaluation –
Prospective
Dropdown selection
This involves the design,
development, or assessment
of operations, services, or
resources.
This indicates an assessment
of a future condition of a
project, program, service,
operation, resource, and/or
user group.
Example: Worked on the State’s 5year plan
Add Project ->
Activity ->
Planning/Evaluation
10.03 Planning/Evaluation –
Prospective – In-house
Dropdown selection
Example: LSTA Coordinator worked
on the State’s 5-year evaluation
Add Project ->
Activity ->
Planning/Evaluation
10.04 Planning/Evaluation –
Prospective – Third-party
Dropdown selection
Example: Outside consultant
worked on the State’s 5-year plan
Add Project ->
Activity ->
Planning/Evaluation
10.05 Planning/Evaluation –
Retrospective
Dropdown selection
Example: Worked on the State’s 5year evaluation
Add Project ->
Activity ->
Planning/Evaluation
10.06 Planning/Evaluation –
Retrospective – In-house
Dropdown selection
This indicates an assessment
of a future project, program,
service, operation, resource
and/or target user group.
This indicates an assessment
of a future project, program,
service, operation, resource
and/or target user group
completed by a consultant or
independent evaluator.
This indicates an assessment
of a completed project,
program, service, operation,
resource and/or target user
group.
This indicates an assessment
of a completed project.
Example: LSTA Coordinator worked
on the State’s 5-year evaluation
Add Project ->
Activity ->
Planning/Evaluation
65
Appendix 3: State Program Report Data Elements
10.07 Planning/Evaluation –
Retrospective – Third-party
Dropdown selection
10.08 Number of evaluations and/or
plans funded
Numeric
10.09 Number of evaluations and/or
plans completed
Numeric
This indicates an assessment
of a completed project by a
consultant or independent
evaluator.
This is the number of
evaluations or assessments
funded.
This is the number of
evaluations or assessments
completed by the end of the
award period.
Example: Outside consultant
worked on the State’s 5-year
evaluation
Add Project ->
Activity ->
Planning/Evaluation
Example: LSTA Coordinator worked
on the State’s 5-year plan
Add Project ->
Activity ->
Planning/Evaluation
1
Example (Outside consultant
worked on the State’s 5-year
evaluation):
Add Project ->
Activity ->
Planning/Evaluation
1
11.0 Procurement Information
Note: 2 CFR part 200 covers property and procurement standards (see, for example, 2 CFR sections 200.310 through 326). Certain of these standards apply specifically to States
(e.g., 2 CFR 200.313(b)). In some of the examples below, more units were acquired than were actually used for the project. In such instances, the excess (i.e., unused) units (if
equipment) should generally not be charged to the IMLS award nor to the Match, or should otherwise be handled in accordance with 2 CFR part 200 and applicable law. If such
excess units are supplies, they should be disposed of in accordance with the applicable grant requirements (e.g., 2 CFR 200.314). Questions concerning any particular excess
acquisition should be addressed to IMLS.
11.01
Procurement
Dropdown selection
11.02
Number of equipment acquired
Numeric
11.03
Number of acquired equipment used
Numeric
11.04
Number of hardware items acquired
Numeric
11.05
Number of acquired hardware items used
Numeric
11.06
Number of software items acquired
Numeric
11.07
Number of acquired software items used
Numeric
66
Appendix 3: State Program Report Data Elements
11.08
Number of materials/supplies acquired
Numeric
11.09
Number of acquired materials/supplies used
Numeric
No.
Data Element Name
Data Element Type
Data Element Definition
Data Element Notes
11.01 Procurement
Dropdown selection
Example: purchased specialized
scanner
11.02 Number of equipment
acquired
Numeric
An activity type for purchasing
facilities, equipment/supplies,
hardware/software, or other
materials that are not contentrelated that support general
library infrastructure.
Number of equipment
acquired. Equipment means
tangible personal property
(including information
technology systems) having a
useful life of more than one
year and a per-unit acquisition
cost which equals or exceeds
the lesser of the capitalization
level established by the nonFederal entity for financial
statement purposes, or
$5,000. (See 2 CFR 200.33)
11.03 Number of acquired
equipment used
Numeric
Example (purchased one specialized
scanner):
1
Example (purchased two server
systems but only installed and used
one):
Requirement
Notes
Data Element
Location
Add Project ->
Activity ->
Procurement
Add Project ->
Activity ->
Procurement
Add Project ->
Activity ->
Procurement
1
67
Appendix 3: State Program Report Data Elements
11.04 Number of hardware items
acquired
11.05 Number of acquired hardware
items used
11.06 Number of software items
acquired
Numeric
Numeric
Numeric
Number of mechanical,
electrical, electronic, or other
physical equipment and
machinery associated with a
computer system or necessary
for the playback or projection
of nonprint media.
Basic microcomputer
hardware includes a central
processing unit
(CPU), keyboard, and monitor.
Number of computer
programs and their
associated documentation. A
software product consists of a
set of instructions written by a
programmer, distinct from the
manufactured hardware used
to run it. The term includes
systems programs such
as operating systems
(OS), database management
systems (DBMS), utilities that
control the operation of the
computer itself,
and application programs
Example (purchased three
specialized scanners):
3
Example (purchased three
specialized scanners but only
installed and used two):
2
Example (purchased one package of
data preservation software):
1
Add Project ->
Activity ->
Procurement
Add Project ->
Activity ->
Procurement
Add Project ->
Activity ->
Procurement
68
Appendix 3: State Program Report Data Elements
11.07 Number of acquired software
items used
Numeric
11.08 Number of materials/supplies
acquired
Numeric
11.09 Number of acquired
materials/supplies used
Numeric
designed to process data and
accomplish specific tasks for
the user
Example (purchased two packages
of data preservation software, but
only installed and used one):
1
Example (purchased 14 boxes of
name badges for conference):
Number of supplies and
materials including computing
devices (if the acquisition cost
per unit is less than the lesser 14
of the capitalization level
established by the non-Federal
entity for financial statement
purposes, or $5,000)
purchased specifically for the
project. (See 2 CFR 200.94
(Supplies)).
Example (purchased three boxes of
name badges for conference but
used two):
Add Project ->
Activity ->
Procurement
Add Project ->
Activity ->
Procurement
Add Project ->
Activity ->
Procurement
2
69
Appendix 3: State Program Report Data Elements
12.0 Partner Information
12.01
Please identify the area(s) in which your partner organization(s) operates.
Checkbox
12.02
Please identify the legal type of the partner organization(s) for this project.
Checkbox
No.
Data Element Name
Data Element Type
Data Element Definition
Data Element Notes
12.01 Please identify the area(s) in
which your partner
organization(s) operates.
Checkbox
12.02 Please identify the legal type
of the partner organization(s)
for this project.
Checkbox
This indicates the sector(s) or
Response options are:
domain(s) in which the partner Libraries
organization(s) operates
Historical Societies or Organizations
Museums
Archives
Cultural Heritage Organization
Multi-type
Preschools
Schools
Higher Education
Adult Education
Human Service Organizations
Other
This indicates the legal
Response options are:
organizational structure of the
partner.
Federal Government
State Government
Local Government (excluding school
districts)
School District
Non-profit
Private Sector
Tribe/Native Hawaiian Organization
Requirement
Notes
“Cultural
Heritage
Organization”
option included
in case specific
type not
included in
dropdown box.
Data Element
Location
Add Project ->
Activity -> Partner
Information
Add Project ->
Activity -> Partner
Information
70
Appendix 3: State Program Report Data Elements
13.0 Beneficiary Information
13.01 Is the activity directed at the library workforce (includes volunteers and trustees)?
Yes/No
13.02 Is the activity for a targeted group or for the general population?
Radio
13.03 Which best describes the geographic community of the targeted group?
Checkbox
13.04 Select one or more of the following activity target age groups.
Checkbox
13.05 If the activity is directed at those in one or more of the following economic situations, select one or more.
Checkbox
13.06 If the activity is directed at ethnic or minority populations, select one or more
Checkbox
13.07 Is the activity directed at families?
Yes/No
13.08 Is the activity directed at intergenerational groups (does not include families)?
Yes/No
13.09 Is the activity directed at immigrants/refugees?
Yes/No
13.10 Is the activity directed at those with disabilities?
Yes/No
13.11 Is the activity directed at those with limited functional literacy or informational skills?
Yes/No
13.12 Is the activity directed at groups that fall into a category not already captures?
Yes/No
13.13 Category Not Captured Description
Free text entry
No.
Data Element Name
Data Element Type
Data Element Definition
13.01 Is the activity directed at the
library workforce (includes
volunteers and trustees)?
Yes/No
This indicates whether an
activity targeted library staff.
13.02 Is the activity for a targeted
group or for the general
population?
Radio
This indicates whether an
activity was directed at a
specific group or community,
or if the activity was designed
Data Element Notes
Response options are:
Targeted Group
General Population
Requirement
Notes
Required for
submission.
Data Element
Location
Add Project ->
Activity ->
Beneficiary
Information
Add Project ->
Activity ->
Beneficiary
Information
71
Appendix 3: State Program Report Data Elements
for general public.
13.03 Which best describes the
geographic community of the
targeted group?
Checkbox
This indicates the geographic
community of the target
beneficiaries.
13.04 Select one or more of the
following activity target age
groups.
Checkbox
This indicates the age(s) of the
target beneficiaries.
13.05 If the activity is directed at
those in one or more of the
following economic situations,
select one or more.
Checkbox
This indicates the economic
situation of the target
beneficiaries.
13.06 If the activity is directed at
ethnic or minority
populations, select one or
more
Checkbox
This indicates whether an
activity targeted a specific
population
Response options are:
Urban
Suburban
Rural
Response options are:
All Ages
0-5 years
6-12 years
13-17 years
18-25 years
26-49 years
50-59 years
60-69 years
70+ years
Response options are:
People who are living below the
poverty line
Unemployed
Not applicable
Response options are:
American Indian or Alaska Native
Asian
Black or African American
Hispanic or Latino
Native Hawaiian or other Pacific
Islander
Not applicable
Required for
submission if
14.02 is
“Targeted
Group.”
Required for
submission if
14.02 is
“Targeted
Group.”
Add Project ->
Activity ->
Beneficiary
Information
Add Project ->
Activity ->
Beneficiary
Information
Add Project ->
Activity ->
Beneficiary
Information
Add Project ->
Activity ->
Beneficiary
Information
72
Appendix 3: State Program Report Data Elements
73
Appendix 3: State Program Report Data Elements
13.07 Is the activity directed at
families?
Yes/No
This indicates whether an
activity was directed at
families as a unit.
13.08 Is the activity directed at
intergenerational groups
(does not include families)?
Yes/No
13.09 Is the activity directed at
immigrants/refugees?
Yes/No
This indicates whether an
activity was directed at
individuals of different
generations (not families)
This indicates whether an
activity was directed at
immigrants/refugees.
13.10 Is the activity directed at
those with disabilities?
Yes/No
13.11 Is the activity directed at
Yes/No
those with limited functional
literacy or informational skills?
13.12 Is the activity directed at
Yes/No
groups that fall into a category
not already captured?
13.13 Category Not Captured
Description
Free text entry
This indicates whether an
activity was directed at those
with disabilities
This indicates whether an
activity was directed at those
with limited functional literacy
or informational skills
This indicates whether an
activity was directed at a
specific group not previously
identified.
This describes any other
targeted group(s).
Add Project ->
Activity ->
Beneficiary
Information
Add Project ->
Activity ->
Beneficiary
Information
Add Project ->
Activity ->
Beneficiary
Information
Add Project ->
Activity ->
Beneficiary
Information
Add Project ->
Activity ->
Beneficiary
Information
Add Project ->
Activity ->
Beneficiary
Information
Add Project ->
Activity ->
Beneficiary
Information
74
Appendix 3: State Program Report Data Elements
14.0 Locale Information
14.01 Is the activity statewide?
Yes/No
14.02 Can you identify specific institutions?
Yes/No
14.03 Institution Types - Public
Numeric
14.04 Institution Types - Academic
Numeric
14.05 Institution Types - SLAA
Numeric
14.06 Institution Types - Consortia
Numeric
14.07 Institution Types - Special
Numeric
14.08 Institution Types - School
Numeric
14.09 Institution Types - Other
Numeric
14.10 Institutions - Name
Free text entry
14.11 Institutions - Address
Free text entry
14.12 Institutions - City
Free text entry
14.13 Institutions - State
Dropdown
14.14 Institutions – Zip
Free text entry
No.
Data Element Name
Data Element Type
Data Element Definition
Data Element Notes
14.01 Is the activity statewide?
Yes/No
14.02 Can you identify specific
institutions?
Yes/No
15.03 Institution Types – Public
Libraries
Numeric
This indicates whether the
activity was directed at
population(s) across the State.
This indicates whether
individual institutions can be
identified.
This indicates the number of
Public Libraries involved in the
activity.
If "Yes", respond to elements 14.10
through 14.14; if “No", respond to
elements 14.03 through 14.09
For Instruction activities, this is the
number of libraries that provided
the program, presentation, or
Requirement
Notes
Defaults to Zero
(0)
Data Element
Location
Add Project ->
Activity -> Locale
Information
Add Project ->
Activity -> Locale
Information
Add Project ->
Activity -> Locale
Information
75
Appendix 3: State Program Report Data Elements
reference/consultation service.
For Instruction – Other activities
related to conference attendance,
this is the number of libraries
represented by library staff at
conferences or meetings.
For Content – Acquisition activities,
this is the number of libraries that
received equipment, materials,
and/or services. For electronic
resources, this is the number of
libraries for which access has been
acquired under a
license/agreement.
For Content – Creation activities,
this is the number of libraries that
have developed information
resources or tools or have digitized
materials.
For Content – Description activities,
this is the number of libraries that
carried out cataloging or metadata
creation activities.
For Content – Preservation
activities, this is the number of
76
Appendix 3: State Program Report Data Elements
libraries that carried out the
conservation or preservation
treatment.
For Content – Lending activities,
this is the number of libraries that
circulated materials or provided the
interlibrary loan service (not the
number of libraries that received
materials via interlibrary loan).
For Planning/Evaluation activities,
this is the number of libraries that
carried out an
assessment/evaluation or
contracted a third-party evaluator
to carry out an
assessment/evaluation.
14.04 Institution Types – Academic
Libraries
Numeric
14.05 Institution Types - SLAA
Numeric
This indicates the number of
Academic Libraries involved in
the activity.
This indicates the number of
State Library Administrative
Agencies involved in the
activity.
For Procurement activities, this is
the number of libraries that
received equipment and materials.
See Notes for 14.03
See Notes for 14.03
Defaults to Zero
(0)
Defaults to Zero
(0)
Add Project ->
Activity -> Locale
Information
Add Project ->
Activity -> Locale
Information
77
Appendix 3: State Program Report Data Elements
14.06 Institution Types - Consortia
Numeric
This indicates the number of
Consortia involved in the
activity.
This indicates the number of
Special Libraries involved in
the activity.
This indicates the number of
School Libraries involved in
the activity.
This indicates the number of
Other institutions involved in
the activity.
This should be the legal name
of each institution.
14.07 Institution Types – Special
Libraries
Numeric
14.08 Institution Types – School
Libraries
Numeric
14.09 Institution Types - Other
Numeric
14.10 Institutions – Name
Free text entry
14.11 Institutions – Address
Free text entry
This indicates the physical
address of the institution.
14.12 Institutions – City
Free text entry
This indicates the city in which
the institution is located.
14.13 Institutions – State
Dropdown
14.14 Institutions – Zip
Free text entry
This indicates the State in
which the institution is
located.
This indicates the zip code of
the institution’s address.
See Notes for 14.03
Defaults to Zero
(0)
See Notes for 14.03
Defaults to Zero
(0)
See Notes for 14.03
Defaults to Zero
(0)
See Notes for 14.03
Defaults to Zero
(0)
Add Project ->
Activity -> Locale
Information
Add Project ->
Activity -> Locale
Information
Add Project ->
Activity -> Locale
Information
Add Project ->
Activity -> Locale
Information
Add Project ->
Activity -> Locale
Information
Add Project ->
Activity -> Locale
Information
Add Project ->
Activity -> Locale
Information
Add Project ->
Activity -> Locale
Information
78
Appendix 3: State Program Report Data Elements
II.
Administrative Project Data Element Sections
1. General Information
2. Budget Information
1.0 General Information
1.01
1.02
1.03
1.04
1.05
1.06
Title
Abstract
Intent
Grantee
State Date
End Date
No.
Data Element Name
1.01 Title
1.02 Abstract
Free text entry
Free text entry
Dropdown selection (default)
Dropdown selection (default)
Calendar
Calendar
Data Element Type
Data Element Definition
Data Element Notes
Free text entry
This is the title of the project.
Avoid jargon and keep the title as
short as possible while including
salient information.
Free text entry
This is a brief description of
the project’s purpose and
activities. Ideally, it should
stand on its own as a narrative
summary of the project.
Example: Administration of the LSTA
Program
Write for a general audience by
avoiding jargon, acronyms, and
abbreviations. Also avoid highly
technical project details, numerical
lists of project goals, and bullets. If
possible, state the “who, what, and
why” of the project in the first
sentence or two. High-level results
Requirement
Notes
Required.
Data Element
Location
Administrative
Project
Required for
submission.
Administrative
Project
79
Appendix 3: State Program Report Data Elements
1.03 Intent
1.05 Start Date
Dropdown selection
(default)
Dropdown selection
(default)
Calendar
1.06 End Date
Calendar
1.04 Grantee
can be included, but specific
outcomes are more appropriate to
section I.4 Outcomes. Ideal length is
90-160 words.
Pre-filled and locked with
“Administer the LSTA Program”
Defaults to SLAA.
This is the start date of the
project (month, day, year). It
must fall within the two-year
award period of performance.
This is the end date of the
project (month, day year). It
must fall within the two-year
award period of performance.
For the FY14 grant award, a
project’s start date could be
4/1/2014
For the FY14 grant award, a
project’s end date could be
9/30/2015.
Required for
submission.
Required for
submission.
Required for
submission.
Administrative
Project
Administrative
Project
Administrative
Project
Required for
submission
Administrative
Project
2.0 Budget Information
2.01 Salaries/Wages/Benefits
Accounting
2.02 Salaries/Wages/Benefits Description
Free text entry
2.03 Consultant Fees
Accounting
2.04 Consultant Fees Description
Free text entry
2.05 Travel
Accounting
2.06 Travel Description
Free text entry
2.07 Supplies/Materials
Accounting
2.08 Supplies/Materials Description
Free text entry
2.09 Equipment
Accounting
80
Appendix 3: State Program Report Data Elements
2.10 Equipment Description
Free text entry
2.11 Services
Accounting
2.12 Services Description
Free text entry
No.
Data Element Name
Data Element Type
2.01
Salaries/Wages/Benefits Accounting
Data Element Definition
Data Element Notes
This amount includes salaries,
wages, and fringe benefits
paid to staff involved in the
management, oversight, and
administration of the LSTA
program.
Response options:
LSTA: These are LSTA funds.
MATCH-State: These are State funds
(including in-kind contributions) that
are counted toward the total match
required for the grant award.
MATCH-Other: These are local or
private funds (including in-kind
contributions) that are counted toward
the total match required for the grant
award.
SLAA may provide monetary amounts
in one or more columns for all
responses in the Budget section.
2.02
Salaries/Wages/Benefits Free text entry
Description
This description includes
position titles (but not names)
and number of FTEs.
2.03
Consultant Fees
This amount includes all
Costs may include fees, travel,
expenses related to acquiring
accommodation, and support services
the services of a consultant for obtained directly by the consultant.
the management, oversight
Accounting
Requirement
Notes
Required for
submission if
LSTA or Match
funds are
allocable to this
budget category.
Provide amounts
in all applicable
categories.
Data Element
Location
Administrative
Project -> Budget
Information
Required for
submission if any
amount in 6.01 is
greater than 0.
Required for
submission if
LSTA or Match
funds are
Administrative
Project -> Budget
Information
Administrative
Project -> Budget
Information
81
Appendix 3: State Program Report Data Elements
and administration of the LSTA Response options:
program.
LSTA: These are LSTA funds.
MATCH-State: These are State funds
(including in-kind contributions) that
are counted toward the total match
required for the grant award.
2.04
Consultant Fees
Description
Free text entry
2.05
Travel
Accounting
This description includes the
expertise of consultant along
with actions/contributions to
project.
This amount includes all
airfare, ground transportation,
accommodation, meals, etc.
allocable to this
budget category.
Provide amounts
in all applicable
categories.
MATCH-Other: These are local or
private funds (including in-kind
contributions) that are counted toward
the total match required for the grant
award.
Include consultant name.
Required for
submission if
6.03 is greater
than 0.
Reported expenses must be related to Required for
the management, oversight, and
submission if
administration of the LSTA program.
LSTA or Match
funds are
Note: For airfare, economy class must
allocable to this
be used at all times.
budget category.
Provide amounts
in all applicable
Response options:
LSTA: These are LSTA funds.
categories.
Administrative
Project -> Budget
Information
Administrative
Project -> Budget
Information
MATCH-State: These are State funds
(including in-kind contributions) that
are counted toward the total match
required for the grant award.
82
Appendix 3: State Program Report Data Elements
2.06
Travel Description
Free text entry
This description includes the
number of travelers and the
types of travel expenditures.
2.07
Supplies/Materials
Accounting
This amount includes all costs
for supplies and materials
purchased to support the
management, oversight, and
administration of the LSTA
program.
MATCH-Other: These are local or
private funds (including in-kind
contributions) that are counted toward
the total match required for the grant
award.
Classify as Supplies/Materials if the
acquisition cost per unit is less than
the lesser of the capitalization level
established by the governmental unit
for financial statement purposes, or
$5,000. (See 2 CFR 200.94 (Supplies)).
Response options:
LSTA: These are LSTA funds.
Required for
submission if
6.05 is greater
than 0.
Required for
submission if
LSTA or Match
funds are
allocable to this
budget category.
Provide amounts
in all applicable
categories.
Administrative
Project -> Budget
Information
Administrative
Project -> Budget
Information
MATCH-State: These are State funds
(including in-kind contributions) that
are counted toward the total match
required for the grant award.
MATCH-Other: These are local or
private funds (including in-kind
contributions) that are counted toward
the total match required for the grant
award.
83
Appendix 3: State Program Report Data Elements
2.08
Supplies/Materials
Description
Free text entry
This description includes the
types and quantities of
supplies/materials acquired.
2.09
Equipment
Accounting
This amount includes all
tangible personal property
(including information
technology systems) that
support the management,
oversight, and administration
of the LSTA program. .
Classify as Equipment if the acquisition
has a useful life of more than one year
and a per-unit acquisition cost which
equals or exceeds the lesser of the
capitalization level established by the
non-Federal entity for financial
statement purposes, or $5,000. (See 2
CFR 200.33 (Equipment)).
Response options:
LSTA: These are LSTA funds.
Required for
submission if
6.07 is greater
than 0.
Required for
submission if
LSTA or Match
funds are
allocable to this
budget category.
Provide amounts
in all applicable
categories.
Administrative
Project -> Budget
Information
Required for
submission if
6.09 is greater
than 0.
Administrative
Project -> Budget
Information
Administrative
Project -> Budget
Information
MATCH-State: These are State funds
(including in-kind contributions) that
are counted toward the total match
required for the grant award.
2.10
Equipment Description
Free text entry
This description includes the
types and quantities of
equipment acquired.
MATCH-Other: These are local or
private funds (including in-kind
contributions) that are counted toward
the total match required for the grant
award.
84
Appendix 3: State Program Report Data Elements
2.11
2.12
Services
Services Description
Accounting
Free text entry
This amount includes the cost
of oversight, management, or
administrative activities
undertaken by a contractor,
(including a formal partner)
that support the management,
oversight, and administration
of the LSTA program..
This description includes the
services provided.
Response options:
LSTA: These are LSTA funds.
MATCH-State: These are State funds
(including in-kind contributions) that
are counted toward the total match
required for the grant award.
Required for
submission if
LSTA or Match
funds are
allocable to this
budget category.
Provide amounts
in all applicable
categories.
MATCH-Other: These are local or
private funds (including in-kind
contributions) that are counted toward
the total match required for the grant
award.
Databases should be described here
Required for
and names of contractors included.
submission if
6.11 is greater
than 0.
Administrative
Project -> Budget
Information
Administrative
Project -> Budget
Information
85
Appendix 3: State Program Report Data Elements
III.
Financial Status Report Data Element Sections
1. Interim Financial Report
2. Final Financial Report
1.0 Interim Financial Report
1.01
1.02
1.03
1.04
1.05
1.06
1.07
1.08
1.09
1.10
1.11
1.12
1.13
1.14
1.15
1.16
1.17
1.18
Federal Grant or Other Identifying Number Assigned By Federal Agency
Total Federal Funds Authorized for This Funding Period
Recipient Account Number or Identifying Number
Report Basis
Funding Grant Period of Performance – Start Date
Funding Grant Period of Performance – End Date
Period Covered by this Report – Start Date
Period Covered by this Report – End Date
Total SLAA funds expended to meet the purposes of LSTA, including the Five-YearPlan (MOE)
Minimum MOE Required
SLAA funds expended specifically on the Five-Year-Plan
All local or private funds expended on the Five-Year Plan
Total Match
Minimum Match Required
All other recipient outlays not previously reported
Total unliquidated obligations (expected to clear by Dec. 30 or later IMLS-approved
date)
Unobligated balance of Federal funds (these funds to be deobligated)
Federal share of net outlays
Free text entry
Accounting
Free text entry
Radio
Calendar
Calendar
Calendar
Calendar
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
86
Appendix 3: State Program Report Data Elements
1.19
1.20
1.21
1.22
1.23
1.24
1.25
1.26
No.
LSTA Administrative Costs – Allowed
LSTA Administrative Costs – Actual
LSTA Administrative Costs – Difference
IMLS-approved date unliquidated obligations are expected to clear
Name of Authorized Certifying Official
Title of Authorized Certifying Official
Signature of Authorized Certifying Official
Date Report Certified
Data Element Name
Data Element Type
Data Element Definition
1.01 Federal Grant or Other
Identifying Number Assigned
By Federal Agency
1.02 Total Federal Funds
Authorized for This Funding
Period
1.03 Recipient Account Number or
Identifying Number
Free text entry
This is the ten-digit Federal
Award Identification Number
(FAIN) assigned by IMLS.
This is the amount of the
SLAA’s grant award.
1.04 Report Basis
Radio
1.05 Funding Grant Period of
Performance– Start Date
Calendar
Accounting
Free text entry
This is the account number or
any other identifying number
assigned by the recipient to
the award. This number is for
the recipient’s use only and is
not required by the Federal
agency.
This indicates the accounting
method used for tracking
revenue and expenses.
This is the start date for the
award period of performance.
Accounting
Accounting
Accounting
Data Element Notes
Requirement
Notes
Required for
submission.
Data Element
Location
Financial Status
Report -> Interim
Required for
submission.
Financial Status
Report -> Interim
Financial Status
Report -> Interim
Response Options are:
Cash
Accrual
Required for
submission.
Financial Status
Report -> Interim
Required for
submission.
Financial Status
Report -> Interim
87
Appendix 3: State Program Report Data Elements
1.06 Funding Grant Period of
Performance – End Date
1.07 Period Covered by this Report
– Start Date
1.08 Period Covered by this Report
– End Date
1.09 Total SLAA funds expended to
meet the purposes of LSTA,
including the Five-Year-Plan
(MOE)
Calendar
1.10 Minimum MOE Required
Accounting
1.11 MATCH-State
Accounting
1.12 MATCH-Other
Accounting
Calendar
Calendar
Accounting
This is the end date for the
award period of performance.
This is the start date for the
award period of performance.
This is the end date for the
award period of performance.
This is the total State funds
appropriated to and expended
by the SLAA to support the
purposes of LSTA, including
SLAA funds to support the
Five-Year Plan. Called
Maintenance of Effort (MOE)
in the LSTA statute, these
funds must be in the SLAA’s
Budget.
This is the average
Maintenance of Effort
reported for the three fiscal
years prior to the current fiscal
year.
These are the State funds that
the SLAA expended to
specifically support the State’s
current Five-Year Plan.
These are funds that local
governments, corporations,
and foundations expended to
specifically support the State’s
current Five-Year Plan.
Required for
submission.
Required for
submission.
Required for
submission.
Not required for
submission.
System calculation.
Financial Status
Report -> Interim
Financial Status
Report -> Interim
Financial Status
Report -> Interim
Financial Status
Report -> Interim
Financial Status
Report -> Interim
Not required for
submission.
Financial Status
Report -> Interim
Not required for
submission.
Financial Status
Report -> Interim
88
Appendix 3: State Program Report Data Elements
1.13 Total Match
Accounting
1.14 Minimum Match Required
Accounting
1.15 All other recipient outlays not
previously reported
1.16 Total unliquidated obligations
(expected to clear by Dec. 30
or later IMLS-approved date)
Accounting
1.17 Unobligated balance of
Federal funds (these funds to
be deobligated)
Accounting
1.18 Federal share of net outlays
Accounting
1.19 LSTA Administrative Costs –
Allowed
Accounting
Accounting
This is the sum of 1.11 and
1.12.
This is the minimum match
required for the grant award.
These are other funds not
reported in 1.11 and 1.12.
This is the amount that was
obligated by Sep. 30 and will
have been liquidated by Dec.
30 or later IMLS approved
date.
These are funds that were not
obligated before Sep. 30.
These are funds that were not
spent and will have to be
returned to IMLS if drawn
down, or will not be requested
from IMLS.
This is the grant award
amount minus amounts
recorded in 1.17.
This is 4% of the grant award
that may be expended on
administrative costs. (See 20
U.S.C. 9132).
System calculation.
Not required for
submission.
Not required for
submission.
Financial Status
Report -> Interim
Financial Status
Report -> Interim
Financial Status
Report -> Interim
Financial Status
Report -> Interim
Not required for
submission.
Financial Status
Report -> Interim
Required for
submission.
Financial Status
Report -> Interim
System calculation.
This is the sum of all LSTA funds
obligated for Projects including the
Administrative Project.
System calculation.
Financial Status
Report -> Interim
89
Appendix 3: State Program Report Data Elements
1.20 LSTA Administrative Costs –
Actual
Accounting
1.21 LSTA Administrative Costs –
Difference
1.22 IMLS-approved date
unliquidated obligations are
expected to clear
1.23 Name of Authorized Certifying
Official
1.24 Title of Authorized Certifying
Official
1.25 Signature of Authorized
Certifying Official
Accounting
1.26 Date Report Certified
This is the amount expended
on administrative costs. (See
20 U.S.C. 9132).
This is 1.19 minus 1.20.
This is the agreed upon date
for liquidation of those funds
reported in 1.16.
This is the name of the
authorized certifying official
This is the title of authorized
certifying official.
This is the digital signature of
the authorized certifying
official.
This is the date of certification
by the authorized certifying
official.
Not required for
submission.
Financial Status
Report -> Interim
Not required for
submission.
Financial Status
Report -> Interim
Financial Status
Report -> Interim
Required for
submission.
Required for
submission.
Required for
submission.
Financial Status
Report -> Interim
Financial Status
Report -> Interim
Financial Status
Report -> Interim
Required for
submission.
Financial Status
Report -> Interim
System calculation.
Note: Prior IMLS approval is
required if a new liquidation date is
needed.
2.0 Final Financial Report
2.01
2.02
2.03
2.04
2.05
2.06
2.07
2.08
Federal Grant or Other Identifying Number Assigned By Federal Agency
Total Federal Funds Authorized for This Funding Period
Recipient Account Number or Identifying Number
Report Basis
Funding Grant Period of Performance – Start Date
Funding Grant Period of Performance – End Date
Period Covered by this Report – Start Date
Period Covered by this Report – End Date
Free text entry
Accounting
Free text entry
Radio
Calendar
Calendar
Calendar
Calendar
90
Appendix 3: State Program Report Data Elements
2.09
2.10
2.11
2.12
2.13
2.14
2.15
2.16
2.17
2.18
2.19
2.20
2.21
2.22
2.23
2.24
2.25
2.26
Total SLAA funds expended to meet the purposes of LSTA, including the FiveMinimum MOE Required
SLAA funds expended specifically on the Five-Year-Plan
All local or private funds expended on the Five-Year Plan
Total Match
Minimum Match Required
All other recipient outlays not previously reported
Total unliquidated obligations (expected to clear by Dec. 30 or later IMLSUnobligated balance of Federal funds (these funds to be deobligated)
Federal share of net outlays
LSTA Administrative Costs – Allowed
LSTA Administrative Costs – Actual
LSTA Administrative Costs – Difference
IMLS-approved date unliquidated obligations are expected to clear
Name of Authorized Certifying Official
Title of Authorized Certifying Official
Signature of Authorized Certifying Official
Date Report Certified
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
No.
Data Element Name
Data Element Type
Data Element Definition
2.01
Federal Grant or Other
Identifying Number Assigned
By Federal Agency
Total Federal Funds
Authorized for This Funding
Period
Free text entry
This is the ten-digit Federal
Award Identification Number
(FAIN) assigned by IMLS.
This is the amount of the
SLAA’s grant award.
2.02
Accounting
Data Element Notes
Requirement
Notes
Required for
submission.
Data Element
Location
Financial Status
Report -> Final
Required for
submission.
Financial Status
Report -> Final
91
Appendix 3: State Program Report Data Elements
2.03
Recipient Account Number or
Identifying Number
Free text entry
This is the account number or
any other identifying number
assigned by the recipient to
the award. This number is for
the recipient’s use only and is
not required by the Federal
agency.
2.04
Report Basis
Radio
2.05
Funding Grant Period of
Performance – Start Date
Funding Grant Period of
Performance – End Date
Period Covered by this Report
– Start Date
Period Covered by this Report
– End Date
Total SLAA funds expended to
meet the purposes of LSTA,
including the Five-Year-Plan
(MOE)
Calendar
Minimum MOE Required
Accounting
This indicates the accounting
method used for tracking
revenue and expenses.
This is the start date for the
award period of performance.
This is the end date for the
award period of performance..
This is the start date for the
award period of performance..
This is the end date for the
award period of performance..
This is the total State funds
appropriated to and expended
by the SLAA to support the
purposes of LSTA, including
SLAA funds to support the
Five-Year Plan. These funds
must be in the SLAA’s Budget.
This is the average MOE
reported for the three fiscal
years prior to the current fiscal
year.
2.06
2.07
2.08
2.09
2.10
Calendar
Calendar
Calendar
Accounting
Financial Status
Report -> Final
Response Options are:
Cash
Accrual
Defaults to 0.
System calculation.
Required for
submission.
Financial Status
Report -> Final
Required for
submission.
Required for
submission.
Required for
submission.
Required for
submission.
Required for
submission.
Financial Status
Report -> Final
Financial Status
Report -> Final
Financial Status
Report -> Final
Financial Status
Report -> Final
Financial Status
Report -> Final
Financial Status
Report -> Final
92
Appendix 3: State Program Report Data Elements
2.11
MATCH-State
Accounting
2.12
MATCH-Other
Accounting
2.13
Total Match
Accounting
2.14
Minimum Match Required
Accounting
2.15
All other recipient outlays not
previously reported
Total unliquidated obligations
(expected to clear by Dec. 30
or later IMLS-approved date)
Accounting
2.17
Unobligated balance of
Federal funds (these funds to
be deobligated)
Accounting
2.18
Federal share of net outlays
Accounting
2.16
Accounting
These are the State funds that
the SLAA expended to
specifically support the State’s
current Five-Year Plan.
These are funds that local
governments, corporations,
and foundations expended to
specifically support the State’s
current Five-Year Plan.
This is the sum of 2.11 and
2.12.
This is the minimum match
required for the grant award.
These are other funds not
reported in 2.11 and 2.12.
This is the amount that was
obligated by Sep. 30 and will
have been liquidated by Dec.
30 or later IMLS approved
date.
These are funds that were not
obligated before Sep. 30.
These are funds that were not
spent and will have to be
returned to IMLS if drawn
down, or will not be requested
from IMLS.
This is the grant award
amount minus the amount
recorded in 2.16.
Defaults to 0.
Required for
submission.
Financial Status
Report -> Final
Defaults to 0.
Required for
submission.
Financial Status
Report -> Final
Required for
submission.
Required for
submission.
Required for
submission.
Financial Status
Report -> Final
Financial Status
Report -> Final
Financial Status
Report -> Final
Financial Status
Report -> Final
System calculation.
System calculation.
Defaults to 0.
Defaults to 0.
System calculation.
This is the sum of all LSTA funds
obligated for Projects including
the Administrative Project.
Financial Status
Report -> Final
Required for
submission.
Financial Status
Report -> Final
93
Appendix 3: State Program Report Data Elements
2.19
LSTA Administrative Costs –
Allowed
Accounting
2.20
LSTA Administrative Costs –
Actual
Accounting
2.21
LSTA Administration Costs –
Difference
IMLS-approved date
unliquidated obligations are
expected to clear
Name of Authorized Certifying
Official
Title of Authorized Certifying
Official
Signature of Authorized
Certifying Official
Accounting
2.22
2.23
2.24
2.25
2.26
IV.
Date Report Certified
This is 4% of the grant award
that may be expended on
administrative costs. (See 20
U.S.C. 9132).
This is the amount expended
on administrative costs. (See
20 U.S.C. 9132).
System calculation.
This is 2.19 minus 2.20.
System calculation.
This is the agreed upon date
for liquidation of those funds
reported in 2.16.
This is the name of the
authorized certifying official
This is the title of authorized
certifying official.
This is the digital signature of
the authorized certifying
official.
This is the date of certification
by the authorized certifying
official.
This is the sum of all LSTA funds
reported in the Administrative
Project.
Financial Status
Report -> Final
Required for
submission.
Financial Status
Report -> Final
Not required for
submission.
Financial Status
Report -> Final
Financial Status
Report -> Final
Required for
submission.
Required for
submission.
Required for
submission.
Financial Status
Report -> Final
Financial Status
Report -> Final
Financial Status
Report -> Final
Required for
submission.
Financial Status
Report -> Final
Fiscal Year Information Data Elements Section
1. General Information
1.0 General Information
94
Appendix 3: State Program Report Data Elements
1.01 State
Dropdown selection
1.02 Number of subaward applications
Numeric
1.03 Number of subawards funded
Numeric
1.04 Number of applicants
Numeric
1.05 Number of applicants receiving grants
Numeric
1.06 Total amount of subaward funds requested
Numeric
1.07 Total amount of subaward funds awarded
Numeric
95
Appendix 3: State Program Report Data Elements
No.
Data Element Name
Data Element Type
Data Element Definition
Data Element Notes
Requirement
Notes
1.01 State
Dropdown selection
This is the State.
1.02 Number of subaward
applications
Numeric
Required for
submission.
1.03 Number of subawards funded
Numeric
This is the total number of
Defaults to 0.
subaward applications
submitted to the SLAA.
This is the total number of
Defaults to 0.
subaward applications funded.
1.04 Number of applicants
Numeric
Defaults to 0.
Required for
submission.
1.05 Number of applicants
receiving grants
Numeric
Defaults to 0.
Required for
submission.
1.06 Total amount of subaward
funds requested
Numeric
1.07 Total amount of subaward
funds awarded
Numeric
This is the number of
institutions that applied for
subaward funds.
This is the number of
institutions that received
subaward funds.
This is the total amount of
subaward funds requested by
all applicants.
This is the total amount of
funds awarded in subawards.
Required for
submission.
Defaults to 0.
Defaults to 0.
Required for
submission.
Data Element
Location
Account
Management ->
Fiscal Year Info
Account
Management ->
Fiscal Year Info
Account
Management ->
Fiscal Year Info
Account
Management ->
Fiscal Year Info
Account
Management ->
Fiscal Year Info
Account
Management ->
Fiscal Year Info
Account
Management ->
Fiscal Year Info
96
Appendix 3: State Program Report Data Elements
V.
Manage Grantees Data Element Section
1. General Information
1.0 General Information
1.01 Grantee Name
Free text entry
1.02 PLS ID:
Numeric
1.03 IPEDS ID:
Numeric
1.04 CommonCore ID:
Numeric
1.05 Type
Dropdown selection
1.06 Address 1
Free text entry
1.07 Address 2
Free text entry
1.08 Address 3
Free text entry
1.09 City
Free text entry
1.10 State
Dropdown selection
1.11 Zip
Free text entry
1.12 Project Director
Free text entry
1.13 Email
Free text entry
1.14 Phone
Free text entry
1.15 Fax
Free text entry
1.16 URL
Free text entry
97
Appendix 3: State Program Report Data Elements
No.
Data Element Name
Data Element Type
Data Element Definition
1.01 Grantee Name
Free text entry
1.02 PLS ID:
Numeric
This is the legal name of the
non-Federal entity. Do not use
acronyms. Do not abbreviate
the name. Avoid abbreviations
at the beginning of the name
and do not punctuate
abbreviations. For public
libraries, use the same name
as the one listed in the Public
Library Survey.
This will be prepopulated by
IMLS
1.03 IPEDS ID:
Numeric
This will be prepopulated by
IMLS
1.04 CommonCore ID:
Numeric
This will be prepopulated by
IMLS
1.05 Type
Dropdown selection
1.06 Address 1
Free text entry
This is the street address of
the non-Federal entity.
1.07 Address 2
Free text entry
Additional line if needed
Data Element Notes
Requirement
Notes
Data Element
Location
Account
Management ->
Manage Grantees
Account
Management ->
Manage Grantees
Account
Management ->
Manage Grantees
Account
Management ->
Manage Grantees
Account
Management ->
Manage Grantees
Account
Management ->
Manage Grantees
Account
Management ->
Manage Grantees
98
Appendix 3: State Program Report Data Elements
1.08 Address 3
Free text entry
Additional line if needed
1.09 City
Free text entry
1.10 State
Dropdown selection
This is the city or town where
the non-Federal entity is
located.
Select the State where the
non-Federal entity is located
1.11 Zip
Free text entry
1.12 Project Director
Free text entry
1.13 Email
Free text entry
1.14 Phone
Free text entry
1.15 Fax
Free text entry
This is the standard five-digit
postal zip code for the street
address of the non-Federal
entity.
This is the name of the project
director
This is the email address of the Note: if library does not have email
non-Federal entity / library.
address, provide email address for
contact person.
This is the telephone number
of the non-Federal entity,
including area code. Report
telephone number without
spacing or punctuation.
This is the fax number of the
For example, 2026534656
non-Federal entity,
including area code. Report
telephone number without
spacing, punctuation, or
extensions.
Account
Management ->
Manage Grantees
Account
Management ->
Manage Grantees
Account
Management ->
Manage Grantees
Account
Management ->
Manage Grantees
Account
Management ->
Manage Grantees
Account
Management ->
Manage Grantees
Account
Management ->
Manage Grantees
99
Appendix 3: State Program Report Data Elements
1.16 URL
VI.
Free text entry
This is the Uniform Resource
Locator (URL) of the World
Wide Web home page of the
non-Federal entity.
Account
Management ->
Manage Grantees
State Goals Data Element Section
1. General Information
1.0 General Information
1.01 Goal
Description
No.
Free text entry
Free text entry
Data Element Name
Data Element Type
Data Element Definition
Data Element Notes
Goal
Free text entry
Identified goal from the
State’s LSTA Five-Year Plan
Indicate five year cycle.
Description
Free text entry
A short statement of the goal.
The wording should be
consistent every time this goal
is listed.
Requirement
Notes
Data Element
Location
Account
Management ->
State Goals
Account
Management ->
State Goals
100
Appendix 3: State Program Report Data Elements
VII.
State Information Data Element Sections
1.
2.
3.
4.
5.
6.
Agency Information
Chief Officer Information
Authorized State Official Information
Coordinator Information
Library Development Information
Fiscal Officer Information
1.0 Agency Information
1.01
Name of SLAA
Free text entry
1.02
Address
Free text entry
1.03
City
Free text entry
1.04
State
Dropdown selection
1.05
Zip
Free text entry
1.06
DUNS
Free text entry
1.07
EIN
Free text entry
1.08
Parent Organization
Free text entry
No.
Data Element Name
Data Element Type
Data Element Definition
1.01 Name of SLAA
Free text entry
1.02 Address
Free text entry
This is the legal name of the
State Library Administrative
Agency.
This is the mailing address of
the State Library
Administrative Agency.
Data Element Notes
Requirement
Notes
Data Element
Location
Account
Management ->
State Info
Account
Management ->
State Info
101
Appendix 3: State Program Report Data Elements
1.03 City
Free text entry
1.04 State
Dropdown selection
1.05 Zip
Free text entry
1.06 DUNS
Free text entry
1.07 EIN
Free text entry
This is the city or identified
postal town of the State
Library Administrative Agency.
This is the State of the State
Library Administrative Agency.
This is the standard five-digit
postal zip code for the street
address of the State Library
Administrative Agency.
This is the Data Universal
For example, 616672101
Numbering System or D-U-NS® Number This number is
D&B's copyrighted,
proprietary means of
identifying business entities on
a location-specific
basis. Assigned and
maintained solely by D&B, this
unique nine-digit identification
was adopted as the standard
business identifier for Federal
electronic commerce.
This is the Employer
For example, 50-3466865.
Identification Number (EIN),
also known as a Federal Tax
Identification Number, and is
used to identify a business
entity. It is issued by the IRS.
Account
Management ->
State Info
Account
Management ->
State Info
Account
Management ->
State Info
Account
Management ->
State Info
Account
Management ->
State Info
102
Appendix 3: State Program Report Data Elements
1.08 Parent Organization
Free text entry
This is the State government
agency or department to
which the SLAA belongs.
Data Element Type
Data Element Definition
2.01 Name
Free text entry
2.02 Title
Free text entry
This is the first and last name
of the person most directly
associated with managing the
State Library Administrative
Agency (often called the chief
officer).
This is the position title.
2.03 Phone
Free text entry
Account
Management ->
State Info
2.0 Chief Officer Information
2.01 Name
Free text entry
2.02 Title
Free text entry
2.03 Phone
Free text entry
2.04 Fax
Free text entry
2.05 Email
Free text entry
No.
Data Element Name
This is the telephone number
of the administrative entity or
chief officer, including area
code.
Note: Report telephone
number without spacing or
Data Element Notes
Requirement
Notes
Data Element
Location
Account
Management ->
State Info
Account
Management ->
State Info
Account
Management ->
State Info
103
Appendix 3: State Program Report Data Elements
punctuation.
2.04 Fax
Free text entry
2.05 Email
Free text entry
This is the fax number with
area code and phone number.
Note: report number without
spacing or punctuation
This is the work email address
for the chief officer.
Account
Management ->
State Info
Account
Management ->
State Info
3.0 Authorized State Official Information
3.01 Is the Chief Officer also the Authorized Certifying Official?
Yes/No
3.02 Name
Free text entry
3.03 Title
Free text entry
3.04 Address
Free text entry
3.05 City
Free text entry
3.06 State
Dropdown selection
3.07 Zip
Free text entry
3.08 Phone
Free text entry
3.09 Email
Free text entry
No.
Data Element Name
3.01 Is the Chief Officer also the
Authorized Certifying Official?
Data Element Type
Data Element Definition
Data Element Notes
Yes/No
This indicates if the chief
cfficer serves as the
Authorized Certifying Official.
If “No” contact information for the
Authorized Certifying Official must
be completed for VII. 3.02-3.09.
Requirement
Notes
Data Element
Location
Account
Management ->
State Info
104
Appendix 3: State Program Report Data Elements
3.02 Name
Free text entry
This is the first and last name
of the person with the
authority to accept grant
funds.
This is the position title of the
Authorized Certifying Official.
3.03 Title
Free text entry
3.04 Address
Free text entry
3.05 City
Free text entry
3.06 State
Dropdown selection
This is the State of the
Authorized Certifying Official.
3.07 Zip
Free text entry
3.08 Phone
Free text entry
3.09 Email
Free text entry
This is the standard five-digit
postal zip code for the street
address of the Authorized
Certifying Official.
This is the telephone number
of Authorized Certifying
Official including area code.
This is the work email address
of the Authorized Certifying
Official.
Account
Management ->
State Info
For example, Director of the
Department of Education.
Account
Management ->
State Info
Account
Management ->
State Info
Account
Management ->
State Info
Account
Management ->
State Info
Account
Management ->
State Info
Report telephone number without
spacing or punctuation.
Example: 2022220000
Account
Management ->
State Info
Account
Management ->
State Info
This is the mailing address of
the Authorized Certifying
Official.
This is the city or town of the
Authorized Certifying Official.
4.0 Coordinator Information
4.01
Name
Free text entry
4.02
Title
Free text entry
105
Appendix 3: State Program Report Data Elements
4.03
Phone
Free text entry
4.04
Email
Free text entry
No.
Data Element Name
Data Element Type
Data Element Definition
4.01 Name
Free text entry
4.02 Title
Free text entry
This is the person responsible
for directly administering the
LSTA program (often called the
LSTA coordinator).
This is the position title.
4.03 Phone
Free text entry
4.04 Email
Free text entry
Data Element Notes
This is the telephone number
of the LSTA coordinator,
including area code.
This is the work email address
of the LSTA coordinator.
Report telephone number without
spacing or punctuation.
Example: 2022220000
Data Element Definition
Data Element Notes
Requirement
Notes
Data Element
Location
Account
Management ->
State Info
Account
Management ->
State Info
Account
Management ->
State Info
Account
Management ->
State Info
5.0 Library Development Information
5.01
Name
Free text entry
5.02
Title
Free text entry
5.03
Phone
Free text entry
5.04
Email
Free text entry
No.
Data Element Name
Data Element Type
Requirement
Notes
Data Element
Location
106
Appendix 3: State Program Report Data Elements
5.01 Name
Free text entry
5.02 Title
Free text entry
5.03 Phone
Free text entry
5.04 Email
Free text entry
This is the person responsible
for all library development
activities at the SLAA.
This is the position title .
This is the telephone number
of the library development
officer including area code.
This is the work email address
of the library development
officer.
Report telephone number without
spacing or punctuation.
Example: 2022220000
Data Element Type
Data Element Definition
Data Element Notes
6.01 Name
Free text entry
6.02 Title
Free text entry
This is the person responsible
for the SLAA’s financial
reporting.
This is the position title of the
fiscal officer.
Account
Management ->
State Info
Account
Management ->
State Info
Account
Management ->
State Info
Account
Management ->
State Info
6.0 Fiscal Officer Information
6.01
Name
Free text entry
6.02
Title
Free text entry
6.03
Phone
Free text entry
6.04
Email
Free text entry
No.
Data Element Name
Requirement
Notes
Data Element
Location
Account
Management ->
State Info
Account
Management ->
State Info
107
Appendix 3: State Program Report Data Elements
6.03 Phone
Free text entry
6.04 Email
Free text entry
VIII.
This is the telephone number
of the fiscal officer including
area code.
This is the fiscal officer’s email
address.
Report telephone number without
spacing or punctuation.
Example: 2022220000
Account
Management ->
State Info
Account
Management ->
State Info
User Information Data Element Section
1. General Information
This is the User-specific information (“user account information”) in the State Program Report system.
1.0 General Information
1.01
First Name
Free text entry
1.02
Last Name
Free text entry
1.03
Title
Free text entry
1.04
Email
Free text entry
1.05
Phone
Free text entry
1.06
Fax
Free text entry
1.07
Address 1
Free text entry
1.08
Address 2
Free text entry
1.09
Address 3
Free text entry
1.10
City
Free text entry
1.11
State
Dropdown selection
1.12
Zip
Free text entry
1.13
Current Password
Free text entry
108
Appendix 3: State Program Report Data Elements
1.14
New Password
Free text entry
1.15
Repeat New Password
Free text entry
No.
Data Element Name
Data Element Type
Data Element Definition
1.01 First Name
Free text entry
This is the user’s given name.
1.02 Last Name
Free text entry
This is the user’s surname.
1.03 Title
Free text entry
This is the user’s position title.
1.04 Email
Free text entry
This is the user’s work email
address.
1.05 Phone
Free text entry
This is the user’s telephone
number including area code.
1.06 Fax
Free text entry
This is the user’s fax number
with area code and phone
number.
1.07 Address 1
Free text entry
This is the SLAA’s or the user’s
mailing address.
1.08 Address 2
Free text entry
This is an additional line for
the SLAA’s or user’s mailing
Data Element Notes
Report telephone number without
spacing or punctuation.
Example: 2022220000
Report telephone number without
spacing or punctuation.
Example: 2022220000
Requirement
Notes
Data Element
Location
Account
Management ->
User Info
Account
Management ->
User Info
Account
Management ->
User Info
Account
Management ->
User Info
Account
Management ->
User Info
Account
Management ->
User Info
Account
Management ->
User Info
Account
Management ->
109
Appendix 3: State Program Report Data Elements
address.
User Info
This is an additional line for
the SLAA’s or user’s mailing
address.
This is the city or town of the
SLAA or the user’s office (if
other than the SLAA).
This is the State of the SLAA or
the user’s office (if other than
the SLAA).
This is the standard five-digit
postal zip code for the street
address of the SLAA or the
user’s office (if other than the
SLAA).
If this is a new account, this is
the default password. When
resetting a password, this is
the former user defined
password.
Account
Management ->
User Info
Account
Management ->
User Info
Account
Management ->
User Info
Account
Management ->
User Info
1.09 Address 3
Free text entry
1.10 City
Free text entry
1.11 State
Dropdown selection
1.12 Zip
Free text entry
1.13 Current Password
Free text entry
1.14 New Password
Free text entry
This is the user defined
password.
1.15 Repeat New Password
Free text entry
This is the user defined
password.
A default password will be assigned
by IMLS. Users should change their
password once they receive
confirmation that an account has
been created. Passwords should be
at least eight characters long and
include one capital letter.
Passwords can be changed.
Account
Management ->
User Info
Account
Management ->
User Info
Account
Management ->
User Info
110
Appendix 4: Project Examples
111
Appendix 5: Focal Areas and Intents
Appendix 6: IMLS Training and Documentation - Draft
| File Type | application/pdf |
| Author | Kim Okahara |
| File Modified | 2015-05-27 |
| File Created | 2015-05-27 |