DOCUMENT RESUME ED 475 294 IR 058 420 Library of Michigan FY 2002 Library Services and Technology TITLE Act (LSTA) Grant Administration Handbook. Michigan Library, Lansing. INSTITUTION 2002-00-00 PUB DATE NOTE 45p. PUB TYPE Guides Non-Classroom (055) EDRS Price MF01/PCO2 Plus Postage. EDRS PRICE *Federal Aid; *Grants; *Grantsmanship; Information DESCRIPTORS Technology; *Library Administration; *Library Funding; Library Services; State Libraries IDENTIFIERS *Library Services and Technology Act 1996; Library of Michigan; Technology Implementation ABSTRACT This handbook provides FY (fiscal year) 2002 guidelines developed by the Library of Michigan for administering LSTA (Library Services and Technology Act) grants. The first section provides an overview of the LSTA program. The second section gives the grant timeline for FY 2002. The third section describes the award process, including award notification, grant administration workshops, and LSTA forms. The fourth section outlines general administration guidelines for all funding areas. The fifth section covers reimbursement policies and procedures, including eligible costs, printed items, professional services, travel, ineligible costs, reimbursement documentation, the reimbursement form, the invoice summary form, source documents, the timekeeping report form, and the equipment inventory form. The sixth section addresses ownership of federally funded equipment, including title and disposition. The seventh section describes project revision, including scenarios that require project revision, the procedure to request a project revision, and incomplete projects without approved project revision. The eighth section summarizes property and services procurement, and the ninth section addresses copyrights. The tenth section describes reports, including interim reports, final reports, and site visits. The eleventh section covers single audit requirements and costs. The twelfth section addresses records retention. Appendices include mail and phone information, a glossary, a schedule of travel rates, and several required forms. (MES) Reproductions supplied by EDRS are the best that can be made from the original document. FY 202 ibrary Services \ Act gy an echn&1 strotion dm oo mdlnlItr , Library of 1St BEST C !vlichigar. U.S. DEPARTiv.ENT OF EDUCATION Office of Educational Research and Improvement PERMISSION TO REPRODUCE AND EDUCATIONAL RESOURCES INFORMATION DISSEMINATE THIS MATERIAL HAS CENTER (ERIC) daaarent has baen reprodl:cod as received from the person or organization originating it. - _ C . P . -Br andau- Minor changes have been made to improve reproduction quality. 2 Points of view or opinions stated in this RESOURCES TO THE EDUCATIONAL document do not necessarily represent INFORMATION CENTER (ERIC) official OERI position or policy. Library of Michigan FY 2002 LSTA Grant Handbook LSTA ADVISORY COUNCIL Bescye Burnett Representing Public Libraries Class V VI Dave Burnett Representing Institutional Libraries Claudia Diaz Representing Academic Libraries Stephen Dix Representing Library Cooperatives Carl Hammerstrom Representing Library Users Phyllis Jose Representing Disadvantaged Library Users James Lawrence (Chair) Representing Multitype Library Regions of Cooperation Martha McKee Representing Library Users Elizabeth A. Nordin (Vice-Chair) Representing Public Libraries Class I-IV John 0 Donnell Representing Library Users with Disabilities Colleen Quain Representing Library Users June Van Wingen Representing Special Libraries Melissa White Representing School Libraries http:// libraryofmichigan .org /lsta /lsta.html 2 3 Library of Michigan FY 2002 LSTA Grant Handbook Dear Colleagues: Congratulations on receiving an LSTA grant award! Your hard work invested so far will pay off in the realization of your project s goals. Through your efforts, the target population of your project will benefit and overall library service will be improved. Now the action phase of your project may begin, and to help get you oriented to the procedures you will need to follow, we have compiled this Grant Administration Handbook for your use. You will receive training in grant administration as well, which should give you the tools necessary to complete your project successfully. Good luck to you all. I look forward to hearing about the outcomes of your projects. Christie Pearson Brandau State Librarian http://libraryofmichigan.orgfistafista.html 3 4 Library of Michigan FY 2002 LSTA Grant Handbook FY 2002 Library Services and Technology Act Grant Administration Handbook Christie Pearson Brandau, State Librarian Jo Budler, Deputy State Librarian Naomi Krefman, Federal Programs Manager Janet Laverty, Director, Business Services Sheryl Mase, LSTA Library Specialist Library of Michigan 717 W. Allegan Street P.O. Box 30007 Lansing, MI 48909-7507 For Questions or comments about this publication contact Naomi Krefman [email protected] at 517-373-5510, toil-free 1-800-479-0G21, or http://libralyofmichigan.orgfistafista.html Library of Michigan FY 2002 LSTA Grant Handbook Library of Michigan FY 2002 Library Services and Technology Act Grant Administration Handbook http://libraryofmichigan.orelstafista.html Library of Michigan FY 2002 LSTA Grant Handbook The Library of Michigan cataloged the first edition of this title as follows: Library Services add Tcchr.o;ogy Act grant administration handbook. FY 2002 Lansing, Mich. Library of Michigan. annual. v. 1. Federal aid to libraries Michigan Periodicals. 2. United StatesLibrary Services and Technology ActPeriodicals. 3. Library financeMichiganPeriodicals. 1. Library of Michigan. 021.83 Z683.36.M5 http://libratyofmichigan.orgfistafista.html 6 Library of Michigan FY 2002 LSTA Grant Handbook 1,4 TABLE OF CONTENTS FY 2002 LSTA Grant Administration Handbook Introduction I. FY 2002 Grant Timeline II. Award Process III. General Administration Guidelines IV. Reimbursement Policies & Procedures V. Ownership of Federally Funded Equipment VI. Project Revisions VII. Property and Services Procurement VIII. Copyrights IX. Reports X. Single Audit Requirements and Costs XI. Records Retention XII. FY 2002 LSTA Grant Administration Appendices Appendix A Mailing and Contact Information Appendix B Glossary Appendix C LSTA Change in Key Personnel Appendix D Travel Rates Appendix E Required Forms http:// libraryofmichigan .org /lsta /lsta.html 7 Library of Michigan FY 2002 LSTA Grant Handbook INTRODUCTION I. This handbook is designed to provide guidelines for administering your LSTA grant, including guidance on reimbursement policies, procedures and documentation, required reporting, project revisions, and record retention. The guidelines should be followed carefully to ensure a successful project. The handbook can be useful for everyone involved with the project. This grant is funded under the Library Services and Technology Act (LSTA), administered by the Institute of Museum and Library Services. The Library of Michigan administers the grant program in Michigan and is responsible for developing a state plan within the federal guidelines. This federal program has two broad purposes: to encourage library technology and networking among all types of libraries; and le to provide assistance to those having difficulty in using libraries. 3t Goals for the improvement of library service, as well as the specific programs and services to be funded have been identified in the Library Services and Technology Act Five Year State Plan for Michigan October 1, 1997 - September 30, 2002, published by the Library of Michigan. The state plan is implemented through annual LSTA programs, services, and grants. The Library of Michigan hosts an LSTA listserv. You may subscribe by visiting http:// lists .libraryofmichigan.org/mai lman/li stinfo/lsta and providing subscription information to get started as a member of the list. The LSTA list provides an online forum for the discussion of issues related to the implementation of the Library Services and Technology Act, including questions from applicants about the competitive grant program, and comments on the five year state plan. The list is intended for use by the Michigan library community. In addition to the discussion generated by its subscribers, this list will include postings by the Library of Michigan staff for purposes of clarification of the grant program and sharing of funding announcements. FY 2002 GRANT TIMELINE II. Award Announcement Letters and Grant Contracts Mailed October 2001 November/December 2001 Grant Administration Workshops February 28, 2003 Project Revision Deadline April 30, 2003 Expenditure Deadline May 30, 2003 Reimbursement Request Deadline July 31, 2003 Final Narrative Report Due http://libralyofmichigan.org/Ista/lsta.html 8 Library of Michigan FY 2002 LSTA Grant Handbook 1' III. AWARD PROCESS Award Notification: A letter and grant contract will be sent from the State Librarian to announce the award of an LSTA grant. A grant contract will be prepared and executed with each grantee and fiscal agency. It will identify the responsibilities of the grantee and the Library of Michigan. Grant Administration Workshops: Each grant recipient will be required to attend a grant adminis- tration workshop presented by Library of Michigan staff. The workshop is designed to provide project management information to administer an LSTA grant effectively. The grant administrator must attend the workshop to maintain eligibility for the grant. Library directors, fiscal agents or others involved in the project are also welcome and encouraged to attend. LSTA Forms: All forms needed to administer the LSTA project are included in the award packet. The forms may be reproduced as needed. See Appendix E for a copy of each form. GENERAL ADMINISTRATION GUIDELINES The following guidelines apply to IV. ALL grant funding areas. Grantees are strongly encouraged to implement their project as soon as the contract is executed. The expenditure period is approximately 18 months long. All LSTA project activities must occur within the expenditure period identified in the grant award notification. Project costs and obligations incurred prior to or beyond the expenditure period will not be reimbursed. Libraries may not charge patrons for the use of materials or equipment acquired with LSTA funds during the grant period. After the close of the grant, fees are a local policy matter. Notify the Library of Michigan of any changes in personnel that administer the grant program using the LSTA Change in Key Personnel form (Appendix C). When issuing statements, press releases, requests for proposals, bid solicitations, an other documents describing projects or programs funded in whole or in part with federal money, all grantees must clearly state: (1) the percentage of the total costs of the program or project which will be financed with federal money; (2) the dollar amount of federal funds for the project or program; and (3) percentage and dollar amount of the total costs of the project or program that will be financed by non- government sources. If the authorized official fails to respond to a request for information, the Library of Michigan may contact the Board Chairperson to obtain needed information or to prevent the lapse of federal funds. http://libraryofmichigan.org/Istalsta.html 9