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									                                     FY11 LSTA Minigrant Program

I. Introduction

The FY11 LSTA Minigrant program for eligible libraries in Ohio will run from April 1, 2011 through
August 31, 2011. Funds may be used for items and activities which will assist a library in meeting one of
the two broad based purposes of LSTA: 1) technological innovation and electronic linkages, and 2)
services to the underserved. Grant proposals may be initiated by eligible public, school, academic,
research, or special libraries.

The State Library of Ohio worked closely with a fifteen member Advisory Council which was broadly
representative of the Ohio library community to develop a Five-Year Plan for the use of LSTA funds in
Ohio. The 2008-2012 Five-Year Plan is based on evaluations of the previous two Plans (1998-2002 and
2003-2007) and input from the State Library Board. The current Five-Year Plan continues to address the
six needs that were determined to be priorities in 1998. These needs were and continue to be relevant.
They are: Strengthening ties between OPLIN, OhioLINK and INFOhio; Statewide Resource Sharing (ILL
and Delivery); Automation of Non–automated Libraries; Encouraging Library Cooperation; Training and
Technical Support; and Services to Underserved Populations.

II. Grant Programs

Based upon these identified needs and with the LSTA Advisory Council's guidance, a Request for
Proposals (RFP) was developed. This has been modified to more accurately address the needs of Ohio
citizens and the reporting needs of the State Library and the Institute of Museum and Library Services.

The State Library is soliciting proposals in the following categories:

      Technological Innovation: projects that incorporate the use of new technologies or use current
       technology in a different ways to improve access, services, or support to library customers.
      Automation: to allow libraries that wish to automate to convert their card catalog and join a
       consortia and participate in statewide resource sharing.
      Targeted Populations: to provide services to targeted populations including, but not limited to,
       people of diverse geographic, cultural and socioeconomic backgrounds; individuals with
       disabilities; persons with limited functional literacy and information skills; and those individuals
       having difficulty using a library.
      Services to Youth: to provide services to youth, ages birth through 18, with a particular emphasis
       on youth in poverty and those children from families with incomes below the poverty line.

Additional concepts are located in Section VI.

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III. Criteria

A) The LSTA grant process is a competitive one. Funded projects will be selected on the basis of

   1. congruency of the local project priorities with the priorities stated in the LSTA Plan;
   2. number of citizens who would benefit by funding the project;
   3. demonstration of library cooperation and partnerships with other libraries and/or relevant
      community organizations (letters of support are highly encouraged); and
   4. direct benefit and improvement to the library

B) LSTA grant recipients must complete all reporting requirements as outlined in the contract. Failure to
complete these requirements may impact a library's consideration for future LSTA awards.

IV. Eligibility/Requirements

Public libraries must be eligible to receive Public Library Funds (PLF).

School libraries must be located in a school that is accredited by the state.

Academic libraries must be part of an accredited institution of higher learning.

Special libraries must be willing to share their resources.

Library Consortia

V. CIPA Requirements

CIPA (the Children's Internet Protection Act) will apply to school and public libraries that use LSTA
funds to purchase computers to access the Internet or pay for the direct costs of accessing the Internet.

      Public libraries must indicate they are in compliance with CIPA.
      School libraries must indicate they are in compliance with CIPA.
      Consortiums or group applicants must collect and maintain appropriate certifications from school
       and/or public library participants and provide a certification on behalf of the group to the State
      Academic and special libraries are exempt from CIPA requirements.
      CIPA does not apply to libraries applying for funds for LSTA grants that do not provide Internet
       related programs.

VI. Programmatic Guidelines

LSTA funds are intended to be used as seed moneys, not for ongoing operational costs.

Personnel and fringe benefit costs are non–allowable expenses in the program budget.

Electronic databases and subscription services are non–allowable expenses in the program budget.

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No overhead charges or contingency funds will be approved in program budgets submitted by libraries or
other agencies applying for a grant for their own purposes; however, an administrative fee is allowable to
a library acting as a fiscal agent on behalf of a group of libraries. This fee shall not exceed 4%.

A financial match of 25% of the total project cost is required from the institution. In-kind contributions do
not qualify as match. For example, if the total project cost is $32,000 the federal request would be $24,000
and the local match would be $8,000. For a project total of $12,000 the federal portion would be $9,000
and the local portion would be $3,000.

A library and/or consortia may submit more than one proposal, but only one proposal per institution will
be funded. "Institution" is defined by the administering official authorized to sign the project application
and contract. The authorized administering official is: for schools the superintendent, for public libraries
the president of the board of trustees, for academic libraries the appropriate dean or provost and for special
libraries the administrative officer.

Individual proposals may not exceed a request of $24,000 in federal funds.

All local matching funds must be available and committed at the time of signing the contract with the
State Library of Ohio.
     All matching funds must be a cash match.
     Matching funds may come from a library’s operating budget, Friends or PTOs, other grant awards,
        gifts, etc.
     Other federal funds may not be counted as match.

VII. Proposal Format

To qualify for review, proposals must conform to the following:

      Be no more than 4 pages in length, not including Title Page, Project Summary, Budget Page, and
      Be signed by the authorized administrating official (see Section VI) and the treasurer.
      Be double spaced.
      Be in a font size no less than 12.
      Be numbered on all pages.
      Be stapled, without use of binders or folders.
      Include a cover page with all appropriate information. (see Title Page Guidelines).
      Include a budget page with all information in an appropriate format. (see Sample Budget Page).
      An original must be submitted to the State Library.
           o The original should be single-sided.

In an appendix, applicants should state how they will publicize the project and its results to the local
community, including (as appropriate) the school board, local government, civic leaders, and social
service agencies.

Failure to conform to the Proposal Format will result in disqualification.

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VIII. Proposal Description

A panel of reviewers will review and recommend grants to the State Library Board for funding. Proposals
will be evaluated on the following factors and assigned a total number of points. The proposal should
consist of the following:

Title Page – Provide all required information in the format indicated on the Title Page Guidelines.

Project Summary – Complete a Project Summary using the required form. It should not exceed one page.

Project Narrative - The project narrative is the main body of your proposal and includes the full project
description. It must be double-spaced and not exceed four pages in length. More information on the
writing of the application can be found in the Application Guidelines. Items to be covered in the project
narrative include:

                  1. General Description of the Project––45 pts.
                         State the purpose of the project in relation to identified needs.
                         Explain how the project relates to the long range plans of the library(ies)
                            involved. For innovative technology proposals and some training proposals,
                            the project must be tied to the library(ies) Technology Plan.
                         Provide measurable objectives that will assist in achieving the stated need.
                         Describe the activities to be undertaken to reach the objectives.
                         Appropriate training for staff and customers should be included.
                         Show the appropriateness of specified components (hardware, software,
                            training methodology, materials, and programs) to achieve the goals of the
                            proposal and accomplish the objectives. Indicate how they will be integrated
                            into the library's activities/programs.
                  2. Evaluation––10 pt.
                         Present a plan to determine the impact the project will have over the next
                  3. Relation of Project to LSTA goals––25 pt.
                         Select one of the following purposes of LSTA and explain how this
                            project meets this federal purpose.
                            1. Expanding services for learning and access to information and
                            educational resources in a variety of formats, in all types of libraries, for
                            individuals of all ages.

                              2. Developing library services that provide all users access to information
                              through local, state, regional, national and international electronic networks.

                              3. Providing electronic and other linkages among and between all types of

                              4. Developing public and private partnerships with other agencies and
                              community-based organizations

                              5. Targeting library services to individuals of diverse geographic, cultural
                              and socioeconomic backgrounds, to individuals with disabilities, and to
                              individuals with limited functional literacy or information skills.

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                              6. Targeting library and information services to persons having difficulty
                              using a library and to underserved urban and rural communities, including
                              children (from birth through age 17) from families with incomes below the
                              poverty line.

                              Select one of the following LSTA goals and explain how this project will
                              assist the State Library in meeting this goal. (More detail on the LSTA
                              goals can be found in the LSTA 2008 – 2012 Five Year Plan.)

                              Goal 1: To ensure that all libraries use technology to improve services and
                              facilitate access to materials and information resources for all residents.

                              Goal 2: Facilitate and conduct continuing education and training
                              opportunities for library staff. All training will address the priorities of the
                              LSTA legislation with particular emphasis on strengthening the abilities of
                              library staff to access library resources and information to benefit the library

                              Goal 3: Encourage libraries to provide information and access to library
                              services to those having difficulty using the library.

                              Goal 4: Support the role libraries play in children’s lives, particularly at-risk
                              children, birth to age 5, and their ongoing success in school and as lifelong

Budget – The project budget is worth 15 points. More information on the budget can be found in the
Application Guidelines and the Sample Budget Page. The budget must include the following information:

      Identify major categories of expenditures (such as equipment, supplies, library materials, and
       contractual services) and details on specific items within those categories.
          o Describe the degree of match by category and by items within the category. For example, if
               the equipment category total is $9,000 and includes three computers, indicate that $6,000
               for 2 computers is to be charged to local funds and $3,000 for 1 computer is to be charged
               to federal funds. This breakdown should be included for all major categories of expenditure
               and specific items within the categories.
          o Include a budget justification for major components within the budget.
          o Include bid specs as an appendix for major purchases.

Format – The format of the proposal is worth 5 points. The proposal must conform to all format
requirements stated in Section VII. The title page must follow the outline given in the Sample Title Page
and the budget must follow the outline provided in the Sample Budget Page. Additional information on
the proposal description and budget can be found at:

      LSTA Minigrant Application Guidelines,
      LSTA Minigrant Preparation: Tips and Traps,
      Sample Budget Page and

Depending on the project, the State Library has prepared several tip sheets which may be of assistance.
Topics are:

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      Family Literacy
      Hispanic/Latino Community
      Digitization

IX. General Information

An original of the proposal should be sent to:

   LSTA Office
   State Library of Ohio
   274 E. First Avenue, Suite 100
   Columbus, OH 43201

Questions regarding the proposal process should be addressed to:

   Missy Lodge
   LSTA Program Coordinator
   (614) 644–6914
   (800) 686–1532

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