Appendix F. Project Grants
GUIDELINES
North Carolina Library Association Project Grants are administered by the NCLA Finance Committee and funded with profits from the biennial conferences of the Association. The intent of these grants is to return to the Committees, Sections, and Round Tables some part of the profit which their programs and participation helped create. The funds are also provided to NCLA sub-groups as an encouragement for potential growth and activity.
Project Grants are available for the following activities:
- Biennial Conference Programs
- Workshops and Programs
- Publications
- Other Special Projects
Project Grants are available to:
- NCLA Sections
- NCLA Round Tables
- North Carolina Libraries
- NCLA Committees *
* Committees of individual Sections and Round Tables must apply through their Section or Round Table board.
Rules and Limits:
There is no limit to the number of grants a group may apply for. The Finance Committee may, however, consider the number of grants the group has already received when reviewing the grant.
Profits made by a Section or Round Table from non-Biennial Conference projects are retained in the Section or Round Table budget. However, profits made by NCLA Committees are returned to the Project Grant Fund.
Grants are limited to a maximum of $1,500.00 per grant per Section, Round Table, or NCLA Committee. Groups may apply jointly and combine their maximum amounts (i.e., three sections applying jointly would be eligible for a maximum of $4,500.00 for a single grant).
One application should be submitted per project. In cases of joint application, one group should prepare the grant and list the others participating as co-sponsors.
The grant application must include the following: a statement of the project and its purpose, a time frame for the completion of the project, a proposed budget, and a description of the method of evaluation to be use.
Projects must be completed within the proposed time frame or groups must reapply for renewed funding.
Capital purchases are not eligible for grant funds.
Members of NCLA and other librarians in North Carolina may not apply grant funds to cover their own honoraria or travel expenses.
Grant recipients must maintain complete and accurate records of all activities connected with the grant and report all actual expenditures to the NCLA Treasurer.
A final report must be forwarded to the Chair of the NCLA Finance Committee within 60 days of completion of the project. The report must include: a statement reviewing the project, a summary of the project's evaluation, and final expenditure and accounting of funds.
NOTE: Failure to provide this paperwork within the 60 days will make that NCLA Committee, Section or Round Table ineligible for future grants.
Please take the time to explain your program/project in sufficient detail so that the Committee can make a reasonable evaluation of its merits feel free to add any additional information or comments that will help the Committee understand your proposal.
SCHEDULE
The following time schedule will be implemented for the review and notification of Project Grants for the year 2004. Please note that all grant funds provided during this cycle must have the funds expended and all expenditures reported to the NCLA Treasurer by December 15, 2004.
The 2004 deadlines for applications are
April 1, 2004
June 1, 2004
August 1, 2004
October 1, 2004
Applications postmarked by one of the dates listed above will be reviewed and the applicants notified no later than the last working day of the same month. Notifications may be made prior to that date, depending on the number of applications received, and the completeness of the application.
While the Committee will make every effort to follow up on incomplete applications, we cannot guarantee that, in doing so, we will be able to complete the review and notify applicants by the last working day of the same month.
Applications may be submitted by postal mail, UPS, etc., as well as by an email attachment or fax. If an email attachment other than a signed .pdf copy is the submission option selected, a signed original must be mailed separately for the permanent files. Applications are to be submitted to:
Catherine L. Wilkinson, Chair, Finance Committee
Belk Library Appalachian State University
Boone, NC 29608
Voice: (828) 262-2774
Fax: (828) 262-3001
Email: wilkinsncl [at] appstate [dot] edu
APPLICATIONS
The following are required for an application to be considered complete:
NCLA Project Grants Application, signed by appropriate officials. Since a signature and file copy is required, print and complete the form(s) needed, and either fax or mail the application to the address listed above.
Statement (see below for details.)
Other forms:
For workshops & programs, include Proposed Budget for Workshop or Program and NCLA Project Grants Work Sheet.
For publications and other projects, include Proposed Budget for Publication or Other Project.
The committee will assign a Project # upon receipt of the entire application.
The STATEMENT should cover all the following points:
Needs assessment verifying that the proposed project or program is relevant, timely, and
not-redundant.
Project or program's objectives.
Short description of the project or program.
Intended participants, audience or beneficiaries (e.g., public, educators, professional or support library staff, those experienced or inexperienced in library work, etc.).
Methods to be used to evaluate the project or program. (Send the actual evaluation to the Finance Committee Chair no later than 60 days after completion of the project or program.
In the case of a workshop or program, list instructors, presenters, or resource people, their qualifications, methodologies, and the estimated fees and expenses for each person or tool. Make certain that you have the fee information in writing. Also, remember to include tax where applicable.
When honorariums are involved, you must have a signed contract specifying the amount of the honorarium in order for payment to be made. At the time of the grant application, make certain that the amount to be included on this contract is clear to all parties prior to filling out the grant application. The amount should be stated in writing with a copy attached to the grant application. Honorariums which exceed the amount on the grant application will not be covered by grant funds. Use the NCLA Project Grants Application Work Sheet to calculate expenses related to speakers, presenters, etc., and then carry the total expenses for all such worksheets to the first line of the Proposed Budget for Workshop or Program or Proposed Budget for Publication or Other Project, as appropriate. Remember: NORTH CAROLINA LIBRARIANS ARE NOT ELIGIBLE FOR REIMBURSEMENT THROUGH NCLA PROJECT GRANTS FUNDS.
In the case of a publication or other project, list major participants, authors, compilers, sources, methodologies, tools, or other pertinent data. Use Form Proposed Budget for Publication or Other Project to explain cost/profit structure or other expenses and financial details of the project.
Explain any additional expenses in the proposed budget, particularly for books, printed materials, publicity, or rental fees.
Identify and explain the function(s) and financial responsibility of any co-Sponsors. Be specific as to your contact with them and their work and financial commitments to the project.
Include a timeline for planning, implementation, evaluation, expenditure and reporting of grant funds.
Include any other points you consider important and relevant.
FINAL REPORT
The final report must be forwarded to the Chair of the NCLA Finance Committee within 60 days of completion of the project. The report must include the following:
- A statement summarizing and reviewing the project.
- A statement addressing how well the project met the stated objectives.
- A summary of the project's evaluation, including copies of the evaluation forms.
- A statement addressing any concerns which were raised or problems which occurred.
- A statement outlining any other points you consider important and relevant.
- A final expenditure and accounting of funds.
NOTE: Failure to provide this paperwork within the 60 days will makes that NCLA Committee, Section or Round Table ineligible for future grants.
NORTH CAROLINA LIBRARY ASSOCIATION PROJECT GRANTS APPLICATION FORM
Submit to Catherine L. Wilkinson, Chair
Belk Library, Appalachian State University
Boone, NC 28608
Voice: 828-262-2774
Fax: 828-262-3002
wilkinsncl [at] appstate [dot] edu
NCLA Finance Committee
Project #: _______________________
Name of Section, Round Table or Committee:
________________________________________________________________________
Chair: ________________________________ Phone: ______________________
Person submitting application:
_______________________________________________
NCLA position or office:
_____________________________________________________
Address:
______________________________________________________
Phone: _____________________ Fax: __________________________
Email: _____________________________________
INFORMATION ABOUT THE PROPOSED PROJECT
Title:
____________________________________________________________________
Dates (or projected completion date):
__________________________________________
Location:
________________________________________________________________
Co-Sponsors:
_____________________________________________________________
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If Program or Workshop: Participants will be from (Check all that apply) |
If Publication or Special Project: Target Group (Check all that apply) |
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Academic Libraries |
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Academic Libraries |
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Public Libraries |
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Public Libraries |
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Learning Resource Centers |
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Learning Resource Centers |
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School Media Centers |
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School Media Centers |
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Other: |
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Other: |
Projected total number of participants or members of target group: __________________________
(Use these estimates when completing final evaluation.)
If the Grant is award,
- I will submit an evaluation of the project to the NCLA Finance Committee Chair within two months of completion of the project;
- I will submit all expenses with the appropriate Check Order Form to the NCLA Treasurer within two months of completion of the project; and
- I understand that failure to do so will make my NCLA Committee, Section or Round Table ineligible for future grants.
Signed: _____________________________________________
Date: _________________
Signed: _____________________________________________
Date: _________________
Signed: _____________________________________________
Date: _________________
NORTH CAROLINA LIBRARY ASSOCIATION PROJECT GRANTS
PROPOSED BUDGET WORKSHEET FOR WORKSHOP OR PROGRAM
WORKSHOP OR PROGRAM:
______________________________________________________
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COLUMN A Funds Requested as Project Grant |
COLUMN B Funds from other Sources |
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SPEAKERS, PRESENTERS, RESOURCE PEOPLE (Including fees, travel, lodging, meals, taxes)
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$ _____________ |
$ ____________ |
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NORTH CAROLINA LIBRARIANS (Travel, lodging, meals)
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$ _____________ |
$ ____________ |
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PROGRAM SUPPLIES
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$ _____________
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$ ____________ |
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BOOKS, CASSETTES (Or other materials to be sold to participants)
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$ _____________ |
$ ____________ |
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MANUALS & HAND-OUTS (For program participants)
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$ _____________ |
$ ____________ |
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RENTAL FEES (Facility, equipment, etc.)
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$ _____________ |
$ ____________ |
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FOOD COST (Group meal functions, breaks, etc.)
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$ _____________ |
$ ____________ |
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PUBLICITY (Brochures, evaluations, programs, postage, etc.)
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$ _____________ |
$ ____________ |
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OTHER: _________________________________
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$ _____________ |
$ ____________ |
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TOTALS |
$ _____________
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$ ____________ |
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TOTAL PROJECT COST (Column A + Column B) |
$ __________________
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NORTH CAROLINA LIBRARY ASSOCIATION PROJECT GRANTS
APPLICATION WORKSHEET
Use this sheet to calculate fees and expenses for guest speakers and presenters. Use a separate sheet for each speaker or presenter. Attach application worksheet(s) when submitting.
SPEAKER’S NAME:
__________________________________________________________
Contact Name:
_______________________________________________________________
Address:
___________________________________________________________________
Telephone: __________________________
Email: __________________________________
TRANSPORTATION
Speaker will be coming from ___________________________ and going to
________________________________
Traveling by: (please check all that apply)
_____ Air/Airline (Coach Rate only – estimated at time of application) $ _____________
Note: If ticket is purchased by speaker, reimbursement will be issued upon
receipt of photocopy of ticket or t ravel agent’s invoice. Reimbursement will
be paid at coach rates.
_____ Vehicle (miles x .31 per mile, not to exceed regular coach airfare) $ _____________
_____ Other: _________________________________________ $ _____________
_____ Cabs (or other ground transportation) $ _____________
HONORARIUM OR FEE $ _____________ (A letter stating the Honorarium or fee must be attached. A signed contract is required and must be sent to the treasurer before the check will be issued.)
LODGING Hotel: ________________________________
(Estimated)
No. of Night(s) ______ @ _________ = $ _____________
MEALS _____ Breakfast(s) @ _______ = $ _____________
(Estimated)
_____ Lunch(es) @ _______ = $ _____________
_____ Dinner(s) @ _______ = $ _____________
Banquet(s) or official meal function(s) $ _____________
MISCELLANEOUS
Telecommunication costs (telephone calls, etc.) $ _____________
Hospitality (flowers, fruit, etc.) $ _____________
Other ________________________________________ $ _____________
TOTAL $ _____________
NORTH CAROLINA LIBRARY ASSOCIATION PROJECT GRANTS
PROPOSED BUDGET WORKSHEET FOR PUBLLICATIONS OR OTHER
NON-WORKSHOP PROJECT
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COLUMN A Funds Requested as Project Grant |
COLUMN B Funds from other Sources |
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PROJECTED COSTS (Lay-up, typesetting, etc.)
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$ _____________ |
$ ____________ |
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PRINTING & BINDING
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$ _____________ |
$ ____________ |
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SUPPLIES
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$ _____________
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$ ____________ |
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EQUIPMENT (Rental or purchase)
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$ _____________ |
$ ____________ |
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PUBLICITY (brochures, evaluations, programs, postage, etc.)
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$ _____________ |
$ ____________ |
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RENTAL FEES (Facility, equipment, etc.)
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$ _____________ |
$ ____________ |
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OTHER: _________________________________
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$ _____________ |
$ ____________ |
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OTHER: _________________________________
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$ _____________ |
$ ____________ |
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OTHER: _________________________________
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$ _____________ |
$ ____________ |
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TOTALS |
$ _____________
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$ ____________ |
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TOTAL PROJECT COST (Column A + Column B) |
$ __________________
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