Grants for School Libraries

This invaluable handbook provides necessary information to help school libraries and school library systems complete the arduous grant-application. The book is current and comprehensive in its listings of possible grants and recommendations for successful grant writing.

SYLVIA D. HALL-ELLIS, Ph.D., teaches at the University of Denver's Library & Information Science Program. She has over 30 years of experience working in libraries, grant writing, project design and management, information systems design and development, strategic planning, nonprofit organization management, and training. A member of a variety of professional organizaions, Dr. Hall-Ellis is listed in several editions of regional and national bibliographic volumes. She has published numerous technical reports, articles, and two monographs, and has conducted major field-based research studies.ANN JERABEK is Head, Interlibraries Services, Sam Houston State University. She has held several professional library positions since coming to the University in 1988 as a Reference Librarian. Prior to her arrival at Sam Houston, she worked at Collin County Community College in McKenney, Texas. Her educational background includes a B.A. in English, an M.A. in religion, and an M.L.S. In addition to publishing in the topic of grants, Ann has also written on needs assessment for library services, library anxiety, and recently published an article on developing and writing job descriptions for positions in interlibrary loans.

Preface

ix

Introduction

xi

1-Planning: The Core of Proposal Development

1

(30)

A. Planning Defined

1

(1)

B. The Rationale for Planning

2

(2)

C. Readiness for Planning

4

(4)

1. Historical Commitment toPlanning

5

(1)

2. The Reward System for Staff Contributions

5

(1)

3. Culture and Complexity of the Organization

5

(1)

4. Rate of Growth

6

(1)

5. Financial Resources

6

(1)

6. Ready Reference Handbooks and Tools

6

(1)

7. Access and Availability of Information

7

(1)

8. Willingness to Take Risks

8

(1)

D. General Guidelines for the Pre-Development Planning Process

8

(11)

1. Calculating the Funding Potential

11

(1)

2. Managing Proposal Development

11

(1)

3. Selecting Partner Organizations

11

(8)

E. Calendar Development

19

(3)

F. Planning Meetings

22

(1)

1. Initial Planning Meeting

22

(1)

2. Conceptual Design Meeting

23

(1)

3. Working Meetings

23

(1)

G. Decisions Relating to Proposal Preparation

23

(8)

1. Writing and Editing Issues

24

(3)

2. Document Formatting Issues

27

(4)

2-Project Design

31

(16)

A. The Importance of a Lucid Mission Statement

32

(1)

B. Project Goal Development

32

(2)

C. The Relationship of the Goal and Objectives

34

(2)

D. Conceptual Design of the Project

36

(2)

1. Preliminary Checklists

36

(1)

2. Methodologies

36

(2)

E. The Dynamic Process Underlying Project Design

38

(4)

1. Laying the Groundwork for a Collaborative Effort

38

(1)

2. Steps to Prepare the Project Design

38

(4)

F. Project Management

42

(2)

1. Establishing an Advisory Group

43

(1)

2. Orientation for the Advisory Group

43

(1)

G. Parental Involvement with the Project

44

(3)

3-Project Narrative

47

(20)

A. Proposal Functions

48

(1)

B. Components of the Proposal

48

(15)

Cover Sheet (Face Sheet)

51

(1)

Abstract

51

(1)

Table of Contents

51

(1)

Introduction

51

(1)

Needs Assessment

52

(1)

Goals, Objectives, and Activities

52

(5)

Plan of Operation

57

(1)

Evaluation Design and Research Implications

57

(4)

Dissemination of Findings, Results, and Products

61

(1)

Plan for Continued Support (Sustainability)

61

(2)

Budget Appendices

63

(1)

C. Letter of Transmittal

63

(1)

D. Proposal Writing, Design, and Organization Guidelines

64

(3)

4-Project Personnel

67

(6)

A. Project Staffing Requirements

67

(1)

1. Requirements from the Funding Agency

68

(1)

2. Requirements from the Applicant

68

(1)

B. Local Personnel Available to the Project

68

(1)

C. Capabilities Statements for Key Project Personnel

69

(3)

Project Director

69

(1)

Administrators

70

(1)

Teachers

70

(1)

School Librarians

71

(1)

Support Staff

71

(1)

Parent Leaders

72

(1)

Notes

72

(1)

5-Project Evaluation

73

(26)

A. Overview of the Evaluation Process

73

(1)

B. Evaluation Methods

73

(2)

1. Formative Evaluation

74

(1)

2. Summative Evaluation

74

(1)

C. The Basics of Evaluation

75

(17)

1. Selecting an Evaluator

87

(1)

2. Internal Evaluation Teams

87

(5)

3. Outside Evaluation Teams

92

(1)

D. Planning the Evaluation

92

(2)

E. Analyzing Evaluation Data

94

(2)

F. Writing the Evaluation Report

96

(3)

Executive Summary

96

(1)

Formative Evaluation

96

(1)

Summative Evaluation

96

(3)

6-Budget Development

99

(24)

A. The Role of the Budget

99

(3)

B. Budget Preparation

102

(18)

1. Ground Rules for Budget Preparation

102

(1)

2. Identify the Costs

102

(2)

3. Draft the Budget

104

(16)

4. Review the Budget with School District Administrators

120

(1)

C. Additional Budgeting Considerations

120

(1)

1. The Influence of Funding Agencies on Budget Formatting

120

(1)

2. Budget Adjustments and Amendments

120

(1)

3. Subcontracts

121

(1)

Notes

121

(2)

7-Appendices 123

A. The Role of Appendices

123

(1)

B. Grant Compliances and Assurances

123

(1)

C. Demographic Data and Community Descriptions

124

(10)

D. Profiles of Participating Institutions

134

(1)

E. Curriculum Vitae and Job Descriptions

134

(1)

F. Standards, Benchmarks, and Academic Achievement

134

(4)

G. Literature Review, "Best Practices," and Models

138

(1)

H. Letters of Commitment and Letters of Support

138

(1)

I. Bibliography of Resources Consulted

138

(1)

Notes

138

(1)

8-After the Proposal

139

(8)

A. Activities Between the Submission and Decision

139

(2)

B. Strategies for Successful Grant Recipients

141

(2)

C. Strategies for Organizations Failing to Obtain Grant Funding

143

(1)

D. Poor Grantsmanship Practices

144

(2)

1. The Narrative

144

(1)

2. The Budget

145

(1)

3. The Details

146

(1)

E. Resubmitting the Proposal

146

(1)

Annotated Bibliography

147

(4)

Resources for Discovering Funding Sources

147

(2)

Print Resources

147

(1)

Internet/World Wide Web Sites

148

(1)

Resources to Support the Project (from Initiation to Evaluation)

149

(8)

Print Resources

149

(1)

Internet/World Wide Web Sites

150

(1)

Glossary of Grant Terms

151

(6)

Appendix A: Overview of Federal Grant Programs

157

(12)

Funding of Interest to School Libraries

158

(1)

Improving Literacy through School Libraries

158

(1)

Recruiting and Educating Librarians for the 21st Century

159

(1)

Early Reading First Program

160

(1)

School Library Book Grants

161

(1)

Family Literacy Grants

162

(1)

Library Services and Technology Act Funds

163

(1)

Funding of Interest to School Districts

164

(1)

Teaching American History Grant Program

164

(1)

Parental Assistance (Parent Assistance Centers) Program

165

(1)

Teacher Quality Enhancement Grants Program-Partnership Grants

166

(1)

Smaller Learning Communities Program

167

(1)

Community Technology Centers (CTCs)

168

(1)

Appendix B: Fifty Tips for Grant Writers

169

(2)

Appendix C: Frequently Asked Questions About Grantsmanship

171

(6)

Appendix D: Types of Grants

177

(4)

Index

181

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Grants for School Libraries

Summary

Author Biography

Table of Contents

Supplemental Materials