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State Grants to Libraries Reporting Q&A

Final report for the 2023-2024 grant cycle is due Wednesday, July 31, 2024
2023-2024 Final Report Link

Q: What is the link the to the 2023-2024 online final report?

A: 2023-2024 Final Report Link

Q: I accessed the link to the online form. I want to preview the report form but I can't see the rest of the pages online without filling in the required information. Can I see what information the form requests?

A: Preview of the 2023-2024 report form is available here (PDF).

Q: I haven't received a link to the online form. How do I fill out the report?

A: A link to the online form is sent to the contact person named on the Eligibility Form. If that contact needs to change, please email Melissa Carlson with new contact information. Also, check your junk or spam folder. The online form uses Alchemer (formerly surveygizmo), which some contacts may have blocked or opted out from receiving surveys. The link will also be available on the State Grants home page in the Timeline section once the survey has been opened.

Q: What it is the purpose of the final report?

A: The report provides information about the purchases made with grant funds and the benefits of the grant to the library/community. The information is then compiled and used to demonstrate the grant's impact. A completed report is required to be eligible for future funding.

Q: Do I need to report on the number of books, e-books, databases purchased?

A: No, quantity of items purchased is no longer required. Only the amount paid for format.

Q: I purchased Wonderbooks/Vox Books/print books with a ready-to-play audiobook inside. Should they be reported as Print, Audio, or Other?

A: Report these mixed-media items in the "Other" category and then add a description in the provided area. 

Q: Do I report Tumblebooks as e-books or as a database?

A: A database. Overdrive is another example that would be reported as a database.

Q: How should Launchpads (pre-loaded tablets) be reported?

A: Please report Launchpads, tablets pre-loaded with learning apps and videos, as Technology.

Q: I purchased a book and received an e-book of the same title as part of the purchase price, how should that be reported?

A: Report the amount paid in one category only. 

Q: What types of stories or data are you looking for in the benefits of funding question?

A: Examples of impact/benefit of funding are:

  • Circulation of children's books increased x% from 2021-2022
  • Average publication date of juvenile non-fiction titles went from 2000 to 2015
  • With the new books we purchased for the summer learning theme, we saw participation rise from 250 to 340 children
  • We were able to get more books in Spanish / more books aligned with the common core standards / more books that patrons or students requested
  • This funding allowed us to start a circulating backpack program / start offering e-books / start offering a database
  • A member of the community noted to staff that with all the new titles he comes in more often and recommends the library to his friends
  • With all the new YA book series available a formerly reluctant reader has become a library regular and has started requested new books for the library to purchase

Q: How much information should I list about particular staff members or patrons when entering anecdotal stories or examples of the impact of funds?

A: When entering in examples, do not use the people's common/actual names so that there are not concerns about personally identifiable information (PII).

Q: Do I need to submit any supporting documentation of my purchases along with my final report?

A: While you should keep the receipts/documentation at your library for your records, it is not to be submitted for the final report.

Q: How long should I keep any supporting documentation of my grant-funded purchases?

A: Supporting documentation should be retained for 5 (five) years after the completion of the grant cycle.

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Updated 11/21/2023