Federal Library Services and Technology Act (LSTA) Application Guide

This page is intended to provide all the information you need to complete an application for a Library Services and Technology Act (LSTA) grant, including how to answer the questions you’ll find in the State Library’s grants management system.

Read this instruction guide carefully before you begin filling out the application.

Library Services and Technology Act (LSTA) Funding Overview

Museum and Library Services Act

The purposes and priorities outlined in the Library Services and Technology Act (LSTA) are reflected in the Five-Year Plans submitted by each State Library Administrative Agency (SLAA) and in the over 1,500 annual projects that are supported through the Grants to States program.

Purpose of LSTA (20 U.S.C. § 9121)

  • Enhance coordination among Federal programs that relate to library, education, and information services;
  • Promote continuous improvement in library services in all types of libraries in order to better serve the people of the United States;
  • Facilitate access to resources in all types of libraries for the purpose of cultivating an educated and informed citizenry;
  • Encourage resource sharing among all types of libraries for the purpose of achieving economical and efficient delivery of library services to the public;
  • Promote literacy, education, and lifelong learning, including by building learning partnerships with school libraries in our Nation’s schools, including tribal schools, and developing resources, capabilities, and programs in support of State, tribal, and local efforts to offer a well-rounded educational experience to all students;
  • Enable libraries to develop services that meet the needs of communities throughout the Nation, including people of diverse geographic, cultural, and socioeconomic backgrounds, individuals with disabilities, residents of rural and urban areas, Native Americans, military families, veterans, and caregivers;
  • Enable libraries to serve as anchor institutions to support community revitalization through enhancing and expanding the services and resources provided by libraries, including those services and resources relating to workforce development, economic and business development, critical thinking skills, health information, digital literacy skills, financial literacy and other types of literacy skills, and new and emerging technology;
  • Enhance the skills of the current library workforce and recruit future professionals, including those from diverse and underrepresented backgrounds, to the field of library and information services;
  • Ensure the preservation of knowledge and library collections in all formats and enable libraries to serve their communities during disasters;
  • Enhance the role of libraries within the information infrastructure of the United States in order to support research, education, and innovation;
  • Promote library services that provide users with access to information through national, State, local, regional, and international collaborations and networks; and
  • Encourage, support, and disseminate model programs of library and museum collaboration.

Grants to States (20 U.S.C. § 9141)

  • Expand services for learning and access to information and educational resources in a variety of formats (including new and emerging technology), in all types of libraries, for individuals of all ages in order to support such individuals’ needs for education, lifelong learning, workforce development, economic and business development, health information, critical thinking skills, digital literacy skills, and financial literacy and other types of literacy skills;
  • Establish or enhance electronic and other linkages and improved coordination among and between libraries and entities, as described in 20 U.S.C. § 9134(b)(6), for the purpose of improving the quality of and access to library and information services;
  • (A) Provide training and professional development, including continuing education, to enhance the skills of the current library workforce and leadership, and advance the delivery of library and information services; and (B) Enhance efforts to recruit future professionals, including those from diverse and underrepresented backgrounds, to the field of library and information services;
  • Develop public and private partnerships with other agencies, tribes, and community-based organizations;
  • Target 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;
  • Target 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 (as defined by the Office of Management and Budget and revised annually in accordance with section 9902(2) of title 42) applicable to a family of the size involved;
  • Develop library services that provide all users access to information through local, State, regional, national, and international collaborations and networks; and
  • Carry out other activities consistent with the purposes set forth in 20 U.S.C. § 9121, as described in the State library administrative agency’s plan.

Learn more about the Grants to States program.

Library Services and Technology Act (LSTA)

The Museum and Library Services Act of 2010 (PDF) governs the support and development of museums and libraries nationally. Each year, the California State Library receives a LSTA grant from the IMLS to support the development of California libraries.

The California grant program is based on the purposes of the Museum and Library Services Act, which include:

  • 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;
  • Developing library services that provide all users access to information through local, state, regional, national, and international electronic networks;
  • Providing electronic and other linkages among and between all types of libraries;
  • Developing public and private partnerships with other agencies and community-based organizations;
  • 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;
  • 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.

LSTA Purpose Statement and Overview

The California State Library’s LSTA grant opportunities:

  • Support improvement, innovation, and experimentation in library services;
  • Build capacity among the California library community in grant-writing and grant management; and
  • Help California’s local libraries develop services that effectively respond to community needs and align with community aspirations.

In accordance with the Museum and Library Services Act, California has a Five-Year State Plan for LSTA (2023-2027) which outlines the State Library’s goals, objectives, and evaluation process for funding received from Institute of Museum and Library Services (IMLS). This plan is developed every five years with input from the library community. The priorities of this LSTA grant cycle are taken from the Five-Year Plan.

The State Library welcomes applications from eligible organizations for projects that:

  • Align with the purposes of the Museum and Library Services Act of 2010
  • Contribute to the achievement of the specified goal in the California State Library’s Five-Year State Plan for LSTA 2023-2027.
  • Include library programming activities or support the development of new library services.

Preference is given to projects that deliver programs and services directly to Californians.

To help expand the libraries and communities that benefit from LSTA funding, the State Library encourages applications from library jurisdictions and branches that have not received LSTA funding in the last five years, and collaborative groups of libraries representing a variety of regions, library sizes, and populations.

This opportunity does not fund projects that focus solely on collection development or capacity building in libraries, or projects that are eligible to be funded through other State Library grant programs.

LSTA Eligibility Requirements

Under the Library Services and Technology Act, the State Library has discretion over the eligibility of applicants, the qualification of projects and the award of funds. The general guidelines are outlined below:

  • The term “library” includes:
    • A public library;
    • An elementary or secondary school library;
    • An academic library;
    • A research library, which for the purposes of this subtitle means a library that makes publicly available library services and materials suitable for scholarly research and not otherwise available to the public; and is not an integral part of an institution of higher education.
  • A library should meet the following eligibility standards:
    • A written explicit mission statement and service objectives.
    • A fixed location in California.
    • Established hours of service.
    • An organized collection of information and materials accessible for use by its primary clientele.
    • Designated, onsite, paid staff for library services. At least one staff person shall have a master’s degree in library or information science or a California library media teacher credential issued by the Commission on Teacher Credentialing. (Equivalent graduate education or demonstrated professional experience may be substituted for this requirement.)
    • An established funding base. (The local board of governance or the appropriate administrative authority shall agree for each academic library, public library, school library and special library, not to reduce funding for library services as a result of receiving a grant.)

The term “library consortium” means any local, statewide, regional, interstate or international cooperative association of library entities which provides for the systematic and effective coordination of the resources of school, public, academic and special libraries and information centers, for improved services for the clientele of such library entities.

Public libraries applying for funds must have completed:

  • The most recent annual Public Libraries Survey.
  • The State Library’s Cultural Heritage Disaster Preparedness Survey within the last three years.

In addition to the above eligibility requirements, successful applicants must adhere to the following during the project period:

  • Contribute to the achievement of the State Library’s current LSTA Five-Year plan;
  • Adhere to federal funding restrictions;
  • Conform with Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2CFS 200); and
  • Comply with the Children’s Internet Protection Act (CIPA) in order to purchase devices that can connect to and browse the internet.

Applicants with a history of inadequate management of previous projects and delayed or incomplete reporting may be denied future awards until an improvement in administrative practice can be demonstrated.

LSTA funds are not used to support costs of ongoing library operations, which are considered a local responsibility.

Federal Registration Requirements

Organizations must maintain current information in SAM, including information on their immediate and highest-level owner and subsidiaries, as well as on all of predecessors that have been awarded a federal contract or federal financial assistance within the last three years, if applicable. IMLS may reject an application if the SAM registration is not active and current at the time of submission. IMLS may determine that an applicant without an active and current SAM registration at the time an award is made is not qualified to receive an award and use that determination as a basis for making an award to another applicant.

Unique Entity Identifier

The Unique Entity Identifier (UEI) number is a non-proprietary alphanumeric identifier assigned to all entities (public and private companies, individuals, institutions, or organizations) who register to do business with the Federal Government. The UEI replaced the D-U-N-S® Number in April of 2022 and is assigned by, the System for Award Management (SAM). Starting on April 4, 2022, the UEI became mandatory and the D-U-N-S® Number is longer be accepted.

System for Award Management (SAM)

The System for Award Management (SAM) is a federal repository that centralizes information about grant applicants and recipients. There is no fee to register with SAM.

Support and Payment for Awardees

Support During Project Period

Successful applicants will be assigned a library programs consultant and/or an equity advisor who will provide advice and support on project development during the project period.

The State Library-funded California Libraries Learn (CALL) Academy will provide training aligned with goals and objectives in the Five-Year Plan.

Awardees will also be assigned a grant monitor to provide advice and support on program compliance and reporting during the project period.

If you receive an LSTA award and are unsure of who your support team is, please reach out to LSTAGrants@library.ca.gov

Payment Information

The State Library will provide award letters and payment claim forms to successful applicants once funding is approved and available.

If an awardee’s full award amount is more than $20,000, 10 percent of the grant award is withheld until the end of the project period, payable only if all project reporting requirements are fulfilled and all project funds are expended by the time specified in the award agreement.

For awards receiving funding over $20,000, a typical payment schedule is:

  • 45% of award amount upon the awardee’s acceptance and execution of the agreement, and the State Library’s receipt and approval of a complete claim form.
  • 45% of award amount following the State Library’s review and approval of the awardee’s first quarterly report (typically at the end of October) and the State Library’s receipt and approval of a complete claim form.
  • 10% of award amount following the submission of approved final reports, confirmation that all funds were expended, and the State Library’s receipt and approval of a complete claim form.

Note: Because of the processing time required by other state agencies, project funds will likely be received six to eight weeks following the State Library’s receipt and approval of a complete claim form. With your submission you acknowledge that you are aware of this timeline and confirm that you will be able to start and continue your project, as needed, before grant funds arrive.

For further reference, this information is also included in the award packet which is provided to successful applicants once awards are made.

Review and Scoring

Reviewers will use the following scale to rate how well individual questions are answered:

  • Yes, fully (3 points)
  • Yes, adequately (2 points)
  • Yes, but insufficiently (1 point)
  • No (0 points)

Points assigned by reviewers are one part of a holistic grant review and are not the sole factor determining reviewers’ decisions. Scores will also be used to inform the support provided to agencies that submit successful applications.

To help ensure California communities have the library services and programs they need to thrive, the State Library’s Five Year Plan for Grantmaking centers equity. 

If we receive more strong applications than we can support, we will prioritize funding projects that:

  • Deliver innovative programs and services directly to Californians.
  • Support libraries and communities that have not received LSTA grants in the last five years.
  • Support communities with higher poverty rates as measured by the California Poverty Measure (CPM). 
  • Support libraries with a low Local Income Per Capita (LIPC).

Application Instructions

Complete and submit your application using the State Library’s grants management system.

While working on the draft of your application you will need to select the “Save and Continue” button at the bottom of the page in order to move from page to page. You will need to select the “Mark Complete” button at the bottom of the page once you have completed each section in order to submit. The forms do not autosave your work, be sure to click the green save button often in case your session times out.

The application consists of separate forms that must be completed. Click through the progress bar (the green circles) at the top of the page to navigate back and forth through your application and the various forms.

Each opportunity supports a goal of the California State Library’s LSTA Five-Year Plan

You will be required to answer goal-specific questions in your application.

  • Goal 1
    • Community Impact
  • Goal 4
    • eBooks for All
    • Play for All
    • Sustainable California Libraries
    • Teens Succeed

The following includes application questions that pertain to all LSTA projects, guidance for answering them, and the criteria reviewers will use when assessing your responses.

Project Information

1. Application Name

The title of the proposed project.

2. Award Requested

Enter the total amount of LSTA grant funding you are requesting should you be awarded.

3. How much are you planning to contribute to the budget?

This section lists the match requirement for the opportunity.  If the opportunity has a match requirement, you must list your total contribution in this section.  You will then provide specific details in the budget section of the application.

If the project does not require a match but you plan on contributing to the project, you must list the total contribution in this section. You will then provide specific details in the budget section of the application.

4. Primary Contact Information

The Project Coordinator/Recipient Grant Manager is the person who would manage the day-to-day activities of the proposed project, and who would serve as the primary point of contact with the State Library. This person should be entered as the primary contact.

Applicant Information 

1 & 1 b. Is your organization a California Public Library?

If your organization is a California Public Library, select your organization name from the drop down below. If it is not, you will be prompted to write in your organization’s name.

1 c & d.  Will the proposed project be implemented in a public library?      

If your project will be implemented in a public library, then select the public library name from the drop down below.

2. Authorized Representative First and Last Name

The Authorized Representative is the legally designated representative of the applicant organization. The legally designated representative has the legal authority to enter into an agreement executing the agreement and is authorized to receive and expend funds in order to administer the proposed grant project. The individual designated in the application as the Authorized Representative will be responsible for signing any potential award materials requiring signature such as award agreement, payment claim forms, report forms and budget modification requests. The Authorized Representative must have signatory power within their organization.

3. Authorized Representative Title

4. Authorized Representative Business Phone Number (Enter in the format 123-456-7890)

5. Authorized Representative Email Address

6. Authorized Representative Street Address

7. Authorized Representative City

8. Authorized Representative Nine-digit zip code (Enter in the format 12345-6789)

9. Recipient Grant Manager First and Last Name

The Recipient Grant Manager is the person who would manage the day-to-day activities of the proposed project, and who would serve as the primary point of contact with the State Library.

10. Recipient Grant Manager Title*

11. Recipient Grant Manager Email*

12. Recipient Grant Manager Phone (Use the format 123-456-7890)*

13. Based on the requirements in the document linked below, is your organization eligible to apply for LSTA funding?*

Organizations applying for any LSTA opportunity must meet the general guidelines for LSTA eligibility.

14. Organizations Unique Entity Identifier (UEI)   

This should be a 12-digit, alphanumeric identifier.

15. Organization’s Federal Employee Identification Number (EIN)        

This should be a 10-digit number.

Project Details

1. Primary Project Audience

Identify the audience(s) for this project. Select all that apply.

  • Adults
  • Families
  • Immigrants/Refugees
  • Intergenerational Groups (Excluding Families)
  • Library Staff, Volunteers, and/or Trustees
  • Low Income
  • Non/Limited English Speaking
  • People with Disabilities
  • People with Limited Functional Literacy
  • Pre-School Children
  • Rural Populations
  • School Age Children
  • Senior Citizens
  • Statewide Public
  • Suburban Populations
  • Unemployed
  • Urban Populations
  • Young Adults and Teens           

2. Abstract  

Provide a brief summary of your project including what you will do, for whom, and for what expected benefit. This statement may be used for publicity purposes. (Word limit: 60)

3. Project Description

Provide a description that will enable the reviewers to understand the overall project if they were to read only this response and no other part of the application. (Word limit: 300)

See the Project Description and Brief Abstract Writings for an example.

The text should be a summary of:

  • the needs and aspirations your project responds to
  • how your project contributes to the State Library goal for this funding opportunity
  • your planned activities
  • how the activities you propose will achieve your desired outcomes and goal

Organize your text in a readable format. Use subheadings as needed.

The text should summarize your planned activities, describe the needs and aspirations your project responds to and how it contributes to the related goal in the State Library’s Five-Year Plan. Also describe why the activities you propose will achieve your desired outcomes and goals and connect to activities in the timeline and items in the budget.

Reviewers will consider the following:

  • Is this a well thought-out, feasible project that:
    • is aligned with the related goal in the Five-Year Plan,
    • includes library programming activities or supports the development of new library services;
    • is of direct service to Californians; and (d) is likely to have an impact?
  • If the request is part of a multi-year project: Are the activities sufficient and complete in and of themselves if funding is not available in future years?
  • Does this project support improvement, innovation, and experimentation in library services?

4. Agency Alignment

Describe how the proposed project aligns with your agency’s mission, values, strategic plan, goals, and/or other activities. (Word limit: 150)             

Reviewers will consider the following:

  • Does the project align with the agency’s mission, values, strategic plan, goals, and/or other activities?

5. Will this be a brand-new project?

A new project is one that has not been implemented before at your organization. This is a project that you are starting from scratch.

If the response to this question is no, then you will move onto the next question. If the response to this is yes, you will need to respond to the following multi-year project question.

5b. Multi-Year Project: Impact to Date

If the answer to the previous question was no, then this question will populate.

Describe the project’s current status, any results, lessons learned, and impact to date and why you are seeking additional funds. (Word limit: 150)

Strong reasons might include, but are not limited to:

  • applying lessons learned
  • extending impactful projects to new audiences
  • building on successful projects with new innovations

Reviewers will consider the following:

  • Are the project’s status and any impact, lessons learned, or successes evident and well-supported, and does the applicant have a strong reason for seeking additional funds?
  • Strong reasons might include, but are not limited to, applying lessons learned, extending impactful projects to new audiences, building on successful projects with new innovations etc.

6. Is this project expected to take more than one year to implement fully? 

If the response to this question is no, then you will move on to question 7. If the answer is yes, you will be prompted to respond to question 6b.

6b. Describe your plans for future years and how this year’s activities contribute to your plans as a whole. (Word limit: 150)

If the answer to the previous question was yes, then you will be required to respond to this question.

7. Focus Population: Who is the focus population for this project? (Word limit: 25)

Describe the focus population for your proposed project

8. How does this project address barriers and needs experienced by the focus population and align with the population’s needs and aspirations? (Word limit: 150)

Describe what you plan to do to help address the barriers and unmet needs and align with the aspirations of the focus population.

Reviewers will consider: Does the proposed project address the barriers and needs experienced by the focus population and align with their aspirations?

9. How will you connect with the focus population, inform them about the project, remove barriers, and encourage their participation? (Word limit: 300)

Describe your outreach efforts to connect the focus population with the project, increase their participation, and address obstacles to their participation.

Reviewers will consider:

  • Does the applicant demonstrate feasible and effective plans for outreach including:
    • Connecting with the focus population of the project,
    • encouraging their participation,
    • and removing obstacles to participation?
  • Are outreach activities included in the project description, budget, and timeline?

10. How is your project being created, planned, and implemented in collaboration with the focus population? (Word limit: 300)

Describe how members of the focus population are working and will work with you on the project as you create, plan, and implement it.

Reviewers will consider:

  • Is the focus population involved in creating, planning, and implementing the project?
  • Are community involvement activities included in the project description, budget, and timeline?

11. Project Outputs: List your anticipated project outputs.

 Include services to be provided and/or products to be created in this project as well as the approximate number of each.

Outputs are quantifiable measures of services and/or products to be created or provided. Be sure to include the number of people you anticipate will participate in and/or benefit from each activity, if applicable. 

Example list of outputs: 

  • Three training workshops will be held; 25 people will attend each workshop
  • 15 story hours will be held 
  • 100 promotional bookmarks will be created and distributed
  • 150 individuals will be trained
  • 50 children and caregivers will have participated
  • 1,000 photographs will be digitized
  • Five kits will be created and given to each branch

Reviewers will consider the following:

Do the outputs connect to the project description, activities, and budget, and will they help to address the stated needs and aspirations and achieve the project goal and objectives?

12. Additional Evaluation: Beyond the framework required by the State Library and IMLS, describe additional local plans, if any, for evaluating the impact of your project in response to your stated need. (Word limit: 300)

13. Future Plans: If this project is successful, how will it be supported and sustained in the future, and if it’s not, how will you use any lessons learned? How will you share successes and lessons learned? (Word limit: 150)

Reviewers will consider:

  • Is the plan for supporting and sustaining a successful project or learning from a less successful project well thought-out and feasible?
  • Does the applicant demonstrate a feasible and effective plan for sharing successes and lessons learned?

14. Do you have a project partner to report?

A partner is an organization that will contribute resources to your project (materials, funds, staff, etc.) and with which you have a signed agreement. If you are requesting more than $75,000, you are required to have at least one partner.

 Contractors paid for their involvement with the project are NOT partners.

14b. Partner Organization Name

List the partner organization name for each partner listed.

14c. Describe what resources that partner will contribute and how the partner will help achieve the project’s goals and objectives.
14d. Partner organization type:

Select the organization type the project partner falls under.

  • Museum
  • Archive
  • Cultural Heritage Organization
  • Preschool
  • School
  • Adult Education
  • Human Service Organization
  • Library
  • Other
14e. Partner legal type: Select the legal type that the organization falls under.
  • Government
  • Local Government (excluding school districts)
  • School District
  • Non-profit
  • Private Sector
  • Tribe/Native Hawaiian Organization
14f. Attach a copy of the signed agreement with this partner.

The agreement should confirm the partner’s role and the resources the partner will contribute to the project.

14g. Do you have a second project partner to report?

If additional project partners will be a part of the project, select yes and enter the same information for each organization as noted above.

Reviewers will consider the following:

  • Are the proposed partners and community connections appropriate to the project and will they contribute to the achievement of the project goals and objectives?

15. Do you have a Community Connection to report?

A community connection is defined as an organization that supports your project but with whom you have no formal, signed agreement.

At least one community connection is required to be listed in this application.

Organizations or individuals who are contractors under the project are not considered community connections.

15b. Community Connection Name
15c. Describe resources the connection will contribute and how it will contribute to the project and help achieve project goals.

Reviewers will consider the following:

  • Are the proposed partners and community connections appropriate to the project and will they contribute to the achievement of the project goals and objectives?

16. Project Partner and Community Connection Letters of Support

Attach any letters of support to your application. If you have more than one letter of support, click Choose File again to upload multiple files.

Your letters of support should be named OpportunityName_LetterofSupport1_OrganizationName    

Goal Specific Questions

For more information regarding each goal, including objectives and success indicators, please refer to the Five-Year Plan.

Goal 1: Strengthen the ability of California libraries to design equitable programs and services in collaboration with their local communities.

Question: What are the barriers, unmet needs, and aspirations of the focus population that this library project will address? (Word limit: 200)

  • Describe barriers and needs experienced by this population.
  • Describe their hopes and aspirations.
  • Support your description with data, information, and feedback you have received from your community.

Reviewers will consider the following:

  • Has the project been designed, and will it be implemented in collaboration with the community as described in the State Library’s Five-Year Plan?
  • Does the applicant engage effectively with the marginalized community(ies) on which the project focuses?
  • Is the information consistent with other parts of the application, including the project description, activity descriptions, timeline, and budget?

Goal 2: Expand the capacity of California library workers to create and implement services that impact communities equitably.

Question: Describe how your project will support library workers, including directors, managers, and paraprofessionals, in developing the competencies and skills they need to effectively serve their increasingly diverse communities. Provide information about how you will:

  • Support mentoring for library workers at all levels and include both micro- mentoring and full mentoring activities with stakeholders and community members from outside the library field.
  • Include leadership training components that reach workers across library departments, roles, and responsibilities.
  • Include equity-centered and community- based training activities that reach workers across library departments, roles, and responsibilities.

Reviewers will consider the following:

  • Will the project support library workers, including directors, managers, and paraprofessionals, in developing the skills they need to effectively serve their increasingly diverse communities?
  • Is the information consistent with other parts of the application, including the project description, activity descriptions, timeline, and budget?

Goal 3: Broaden data-driven planning and decision-making centered on community impact.

Question: Describe how your project will help library workers diversify the types of data they collect and improve the ways they analyze and use data to leverage community strengths, meet community needs, align with aspirations, and demonstrate impact. Provide information about how you will:

  • Provide opportunities for library workers to learn and practice skills, reflect, iterate, and gain knowledge related to equity- based, data-driven decision-making.
  • Provide resources—physical and intellectual—for library workers to explore and engage in equity-based data-driven decision-making.

Reviewers will consider the following:

  • Will the project help library workers diversify the types of data they collect and improve the ways they analyze and use data to leverage community strengths, meet community needs, align with aspirations, and demonstrate impact?
  • Is the information consistent with other parts of the application, including the project description, activity descriptions, timeline, and budget?

Goal 4: Strengthen equitable resource-sharing and access to information, services, and opportunity with an emphasis on local community strengths and challenges.

Question: Describe how your project will foster and support resource-sharing and access to information, services, and opportunities that prioritizes community engagement and centers on the lived experiences, strengths, and challenges of local communities. Provide information about how you will:

  • Intentionally bring together library workers and community members from a range of backgrounds and experiences to share resources and co-design projects and activities that deliver equitable access to information, services, and opportunity.
  • Ensure your project is centered on and informed by California’s culturally specific and unique resources, particularly the lived experiences of marginalized communities.
  • Ensure your project is centered on and makes more visible lived experiences and histories from members of California communities whose stories are not usually seen.

Reviewers will consider the following:

  • Will the project foster and support resource-sharing and access to information, services, and opportunities that prioritize community engagement and center on the lived experiences, strengths, and challenges of local communities?
  • Is the information consistent with other parts of the application, including the project description, activity descriptions, timeline, and budget?

Activities

What activities will be used to accomplish your project and achieve your outcomes?

  • An Activity is an action or actions that help you accomplish the goal of your project.
  • Your project will likely have between one and four activities.
  • You should only report on major activities.
  • Include all activities that account for at least 10% of your project budget.
  • Routine actions such as purchasing supplies to support programs are not activities.

Activity Name

Activity Description

Provide a brief summary of your activity including what you will do and how you will do it, for whom, and for what expected benefit.

Choose your Activity

  • Instruction: Involves an interaction for knowledge or skill transfer.
  • Content: Involves the acquisition, development, or transfer of information.
  • Planning/Evaluation: Involves design, development, or assessment of a project, program, service, operation, resource and/or user group.
  • Procurement: Involves purchasing facilities, equipment/supplies, hardware/software, or other materials (not content) that support general library infrastructure. NOTE: contact LSTAGrants@library.ca.gov before choosing this activity.  
Instruction Activities

If Instruction, choose the Type that best describes the instruction activity. (**Outcomes survey(s) must be issued during project period.)

  • Program: Formal interaction and active user engagement (i.e. a computer class)**
  • Presentation: Formal interaction and passive user engagement (i.e. an author talk)
  • Consultation: Informal interaction with an individual or group of individuals; the provision of expert advice or reference services to individuals, units or organizations.

Choose the format that best describes the instruction.  

  • Virtual (mediated by a computer, computer network, or mobile device)
  • Combined In-person & virtual (delivered both in-person and via a computer, computer networked, or mobile device)
  • Other (describe)

Is the activity directed at the library workforce (includes volunteers and trustees) or the general population?

  • Library Workforce
  • General Public
Content Activities

If Content, choose the Type that best describes the content activity and aligns with the intent (**Outcomes survey(s) must be issued during the project period if beneficiary is library workforce.)

  • Acquisition: Selecting, ordering, and receiving materials. May also include obtaining software or hardware for the purpose of storing and/or retrieving information.**
  • Creation: Design or production of an information tool or resource such as digital objects, curricula, manuals. Includes digitization or the process of converting data to digital format.**
  • Description: Apply standardization descriptive to items in a collection for the purposes of intellectual control, organization, and retrieval.
  • Lending: Circulation of materials, both general circulation and reserves. May also refer to the physical or electronic delivery of documents from a library collection to a library user, upon request.
  • Preservation: Effort that extends the life or useful life of a living or non-living collection, the individual items or entities included in a collection, or a structure, building, or site by reducing the likelihood or speed of deterioration.

Choose the format that best describes the Content

  • Digital (computer-mediated). The term includes commercial or not-commercial hardware, software, and/or data transfer connections and protocols, systems at any scale, and metadata.
  • Physical (medium in or on which information [data, sound, images, etc.] is stored [for example, paper, film, magnetic tape or disk, etc.]. The medium may be encased in a protective housing made of another material [plastic, metal, etc.])
  • Combined digital and physical.

Is the activity directed at the library workforce (includes volunteers and trustees) or the general population?

  • Library workforce
  • General Population
Planning/Evaluation Activities

If Planning/Evaluation, choose the type that best describes the planning/evaluation activity (**Outcomes survey(s) must be issued during the project period if beneficiary is library workforce.)

  • Retrospective: Effort that involves historical assessments of the condition of a project, program, service, operation, resource and/or user group**
  • Prospective: Effort that involves assessments of a future condition of a project, program, service, operation, resource, and/or user group.**

Choose the format that best describes the planning/evaluation

  • In-house: Conducted by people within your organization
  • Third-party: Conducted by an outside individual or group, such as a consultant

Is the activity directed at the library workforce (includes volunteers and trustees) or the general population?

  • Library workforce
  • General population

Project Timeline

The timeline should capture when project actions will occur.

  • It must include all Project Activities listed in the application and connect to the Project Description.
  • List actions in chronological order.
  • Actions must be within the project implementation dates.

For each action you will need to enter a description, a start date, and an end date. Note: actions should only fall within the award period.

Additional Information/Uploads

Applicant Organization Assessment

Complete the organization assessment portion of the online application. This brief organizational assessment will help us determine the type of support awardees need from the State Library

1. Project Coordinator Name

2. Is the project coordinator new to your organization (joined within the past year)?

2b. How long has the project coordinator worked in your organization? (Enter in years. Example: (Enter in years. Example 3.5)

3. Has the project coordinator previously managed any LSTA or other federal grant projects within the last three years?

3b. How many grant projects has the coordinator previously managed?

4. How long has the organization’s director been in his/her current position? (Enter in years. Example: 3.5)

5. Has the applicant organization received any grants from the California State Library in the past three (3) years?

5b. How many grants has the applicant organization received from California State Library in the past three (3) years?

6. Has the applicant organization been awarded a grant not issued by the California State Library in the past three (3) years?

7. For any grants received within the past three (3) years, has the applicant organization been late submitting any of the following (select all that apply)?

  • Amendments
  • Budget modifications, augmentations and/or revisions
  • Fiscal and/or narrative reporting
  • The applicant organization has not been late in any of the above
  • N/A – The applicant organization has not received any grants within the past three (3) years.

8. For any grants received within the past three (3) years, has your organization failed to meet any grant requirements?

8b. Explain failed grant requirements.

9. In the past two years, has your organization undergone a reorganization or major shift in management that would affect this program?

9b. Provide information on the changes that took place (i.e. new leadership/director, new management systems, etc.) that would affect your organization’s administration of grant funds and programs.

10. Has the applicant organization ever been convicted of violating federal criminal law involving fraud, bribery, or gratuity violations?

10b. Explain violation.

11. Does the applicant organization have a current lawsuit filed against them or previously had a lawsuit filed against them in the last five (5) years?

11b. Explain lawsuit (include the name of the parties who filed, reason for lawsuit, and final judgement rendered).

12. How many times in the past five (5) years has the applicant organization received an audit and/or monitoring finding(s)?

The applicant organization has not received an audit finding in the past five years

  • 1-3 findings
  • 4-6 findings
  • 7+ findings

13. Select the type of audit(s) or monitoring that resulted in findings (select all that apply):

The applicant organization has not received an audit finding in the past five years

  • Federal audit
  • Financial audit
  • LSTA monitoring
  • State audit
  • Any other type of audit not identified above:

13b. If ‘Any other type’ was chosen, explain audit type.

14. Does your accounting system identify and track expenditures and receipt of program funds separately for each grant award?

14b. Briefly explain how your organization would track grant expenditures.

15. Is your organization facing bankruptcy or major budget deficits?

15b. Provide more information about the nature of the financial problems?

Applicant Organization Travel Policy

Applicants with a travel policy in place may use their organization’s local travel reimbursement rates for most allowable travel-related expenses.

If you plan to use your organization’s approved travel policy for travel reimbursement, you must attach it to this application.

Policy rates must be reasonable. Reimbursement is subject to rate approval by the California State Library. The mileage rate used cannot exceed the current state mileage rate. See Travel in the Budget Information section of this document for more information.

Attach a copy of the travel policy you will be using if applicable. Your travel policy should be named OpportunityName_TravelPolicy_OrganizationName

Additional Documents

Attach additional supporting documents to this application. Acceptable file formats for supporting documents include Word (.doc, .docx) and PDF.

Supporting attachments should provide data for information provided in the narrative. Examples of attachments include:

  • Letter of support from individuals or groups (not partner or community connections);
  • Citations from reports supporting the needs statement;
  • Staff position descriptions;
  • Sample evaluation tools;
  • Description and expertise of any consultants to be used

Attach additional supporting documents to this application. Acceptable file formats for supporting documents include Word (.doc, .docx) and PDF. If you have more than one file, click Choose File again to upload multiple files. Your additional documents should be named OpportunityName_UpToThreeWordDescription_OrganizationName

Children’s Internet Protection Act (CIPA) Certification

The Institute of Museum and Library Services establishes guidelines to ensure that the California State Library’s implementation of the Children’s Internet Protection Act (CIPA) complies with the 2003 decision of the US Supreme Court. The California State Library is required by 20 U.S.C. Section 9134(b)(7) to provide assurance that we will comply with 20 U.S.C. Section 9134(f), which sets out standards relating to Internet Safety for public libraries and public elementary school and secondary school libraries. Under CIPA, California State Library must assure the Federal Government that no funds will be made available for public libraries and public elementary and secondary school libraries to purchase computers to access the Internet or pay for the direct costs of accessing the Internet unless the libraries have certified that they have Internet safety policies and technology protection measures, e.g., software filtering technology, in place. California State Library must collect certifications from libraries subject to CIPA that apply to the States for Library Services and Technology Act (LSTA) funding. Public libraries and public elementary and secondary school libraries must be in compliance with CIPA to obtain IMLS State Program funding which will be used to purchase computers used to access the Internet or to pay for direct costs associated with accessing the Internet. The authorized representative applying for LSTA funding must certify that the library is one of the following:

  • A single applicant that is CIPA compliant
  • A single applicant that is not CIPA compliant
  • Representing a group of applicants. The library submitting this application has collected Internet Safety Certifications from all other applicants and attached them to this application.
    • Enter each applicant organization and indicate their CIPA compliance status by listing “CIPA compliant” or “not CIPA compliant.”

Application Certification

Upload your completed Certification and Signature page. Your file name should follow the format OpportunityName_Certification_OrganizationName. Example: InspirationGrant_Certification_CaliforniaStateLibrary

Budget

When you click on the “budget” circle in the navigation bar, you will be directed to the proposed budget entry page.  Enter your complete line-item budget into AmpliFund, see budget entry instructions below for additional guidance on budget entry.

Ensure all costs are listed and the required justification for each cost is provided.

When calculating your budget, be sure to include resources for the following:

  • Staff time for reflecting on your project’s progress, successes, and lessons learned.
  • Staff time and other resources for engaging community members, connecting your targeted audience with your project, and raising awareness of your project.
  • Training for project staff to supplement any support provided by the State Library.
  • (If you are purchasing items for your project) Labels or stickers with the IMLS acknowledgement statement printed on them to place on your purchases.
  • Cash match, in-kind or other funding for the project may be included. Cash match, in-kind or other funding entered into the approved budget will be reported on in the financial report for each reporting period. Adjustments to these amounts can be completed through the grant amendment process.

Reviewers will consider the following:

  • Is the budget realistic and feasible?
  • Does the budget include sufficient detail?
  • Does the budget connect to the project description, activities, and evaluation plan?

Budget Line-Item Guidance

Salaries/Wages/Benefits

Includes all salaries, wages, and fringe benefits paid to staff directly employed by the awardee organization and contribute to the project regardless of funding type (LSTA/Cash Match/In-kind).

The narrative section for Salaries, Wages and Benefits line items must include the position title, FTE for direct project work, hourly rate inclusive of salaries, wages and benefits, and how the position supports the project. 

FTE is the proportion of a full-time employee’s time spent on the proposed project. Refer to the Table for Estimating Time Allocations (FTE).

Consultant Fees

All expenses related to acquiring the services of a consultant for a specific activity within the project should be included in this category. Typically, consultants advise and are specialists in the specific area for which the advice is being provided. The Services category should be used to capture all other, non-consultation, services. Costs may include fees, travel, accommodation, and support services hired directly by the consultant. Include the proposed consultant fee and tasks to be carried out and deliverables to be provided for this fee.

The narrative section for Consultant Fees line items must include the name of the firm or organization, the name of the consultant and field the consultant specializes in.

Travel

Travel costs must be related to the project activities and must be incurred by the staff directly employed by the awardee organization or formal partners working on the project, or by participants in project activities if their participation is essential and they must travel to participate.  Costs may include airfare, ground transportation, accommodation, meals, etc.  For airfare, economy class must be used at all times when using LSTA funds.

The narrative section for Travel line items must include the number of travelers, who they are, the purpose for the travel, and types of travel expenditures, including how costs are calculated. (Consultant travel must be included under the Consultant Fees category.)

Mileage reimbursement for all awarded LSTA grants cannot exceed the current state rate. The current mileage state rate can be located on the CalHR Travel Reimbursements webpage.

Awardees will not be asked to turn travel expense receipts into the State Library but must keep these receipts in their project file (in accordance with Exhibit A: Terms and Conditions, Item 6: Audit and Records Access which states: The Subrecipient (awardee) agrees to maintain such records for possible audit for a minimum of five (5) years after the final payment, or grant term end date, whichever is later, unless a longer period of records retention is stipulated, or until completion of any action and resolution of all issues which may arise as a result of any litigation, dispute, or audit, whichever is later). Per diems can only be claimed when the true cost of a traveler’s allowable meals equals the per diem rate.  Travelers cannot claim the full per diem rate if the true cost of meals was less than the per diem rate. Awardee organizations that use per diem rates must either provide allowable rates that have been approved by the organization and any applicable governing body OR use the U.S. General Services Administration rates.

Supplies/Materials

Must be project-specific (see Restrictions on the Use of LSTA Grant Funds for information on allowed expenditures). May include: allowable project or craft supplies, educational materials, books that enable participants to take part in the activity (giveaways are not allowable), small equipment (less than $9,999 per unit), communication costs, postage, printing and photocopying, publicity, etc. that are an integral part of a project activity. Per IMLS, subscriptions and licenses are not Supplies/Materials.

Equipment ($10,000 or more per unit)

Any single item valued at $10,000 or more per unit belongs in the Equipment category. Written approval from the IMLS Program Officer is required prior to the purchase of equipment over $10,000 per unit. Please note in order to comply with this federal requirement, the State Library will obtain approval from IMLS after funding for a project is approved, but before the award materials are sent out.

Requests must detail the proposed expenditure, list the goal in the current LSTA Five-Year Plan that the purchase supports, and describe how the purchase supports this goal.

Allowable items costing $9,999 or under are considered small equipment and should be included under Supplies/Materials.

Services

Include any costs for individuals contracted to manage and/or implement the project activities. Services that should be described include items such as printing, subscriptions or licenses, project-specific media and marketing services, equipment and vehicle maintenance, and building equipment lease and rental. LSTA funds cannot be used to fund portions of contracts that fall outside of and/or extend beyond the award period. If an awardee would like to enter into a contract that extends beyond the award period, the awardee must use other, non-LSTA funds to cover the portion of the contract that runs beyond the project period end date. The awardee must obtain and keep detailed invoicing which clearly shows the proration of the portion of the contract to be paid for by LSTA funds.

*A note on eBooks:

eBook costs involve licensing and belong in Services. Time-bound metered eBook titles must be limited to the project period dates and cannot exceed the project end date. Any use of metered eBook titles needs to take place within the grant period.

The narrative section for Services line items must be organized by individual vendor, or anticipated service, and include the type of services proposed.

Indirect Costs

An indirect cost is the applicant’s incurred cost that cannot be readily isolated or identified with just one project or activity. These types of costs are often referred to as “overhead costs.” Typical examples of indirect costs are general telephone service, postage, office supplies, office space expenses, and administrative or financial operations for an entire organization.

You may choose to not request any indirect costs or use a current approved indirect cost rate with a federal agency or one pending review to be approved by project award date, i.e. June 30. Federal indirect cost rates are negotiated agreements between federal agencies and non-profit organizations. If your organization already has an existing negotiated indirect cost rate in effect with another federal agency, you may use this rate to calculate total project costs, as long as you apply the rate in accordance with the terms of the negotiated agreement and include a copy of the current negotiated agreement with your grant application. The State Library will only accept federally negotiated indirect cost rates that are current at the time awards are made. If you are unsure whether this applies to your library, consult the Code of Federal Regulations and your organization’s grants, finance, and/or legal department to determine how to proceed.

Use an indirect cost rate not to exceed 15% of modified total direct costs if you do not have a current or pending federally negotiated indirect cost rate and you are not subject to other requirements.

  • Modified Total Direct Costs (MTDC) means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subcontracts up to the first $50,000 of each subcontract. Equipment, capital expenditures, rental costs, tuition remission, scholarships and fellowships, participant support costs, and the portion of each subcontract in excess of $50,000 is excluded.
  • If you choose to use this rate, you must be careful to exclude from the budget all indirect-cost-type items, such as general telephone service, postage, office supplies and office space expenses, and administrative or financial operations for the applicant’s entire organization. As long as you are an eligible entity and have never had a federally negotiated indirect cost rate, you may use this rate with no additional documentation required.

Visit the Code of Federal Regulations for further information on those non-Federal entities described in Appendix VII to Part 200 – States and Local Government and Indian Tribe Indirect Cost Proposals.

The narrative section for Indirect line items is required.

Cash Match

Cash match refers to the applicant’s estimated cash outlay, including money that may be contributed to the applicant by other public agencies and institutions, private organizations and/or individuals. If the applicant will be appropriating funds specifically for the project, then that would be a cash match.

In-kind

In-kind refers to the value put on materials, equipment, staff time or services that are given without charge to the program or organization. In this case the applicant should be able to substantiate the value assigned to the contributions and how they assist the project.

Unallowable In-kind and Cash Match funds include any funding, salaries, resources and/or services supported through other federal funding; and local funds used to purchase items that are not eligible for LSTA funding (See Restrictions on the Use of LSTA Grant Funds for information on allowable/not allowable expenditures).

Other Funding

Other funding refers contributions to the project made directly by other public agencies and institutions, private organizations and/or individuals.

Entering an Application Budget into AmpliFund

When you click on the “budget” circle in the navigation bar, you will be directed to the proposed budget entry page.  Enter your complete line-item budget into AmpliFund.

Select Options both Line Items and Non-Grant Funded.

The total revenue budget at the bottom of the screen is populated from the amount you entered on the Project Information page for amount requested (grant funds), cash match, in-kind or other funding.

To enter a new line item, click the + sign next to the category name and enter the following information:

  • Category: This should reflect the budget category the line item belongs under.
  • Item Type: Always select Non-Personnel
  • Name: Enter the name of the item.  Where possible, under each budget category, group individual items into logical subdivisions with a descriptive name. 
  • Direct Cost: Enter the total amount requested for that budget category.  This amount must include both grant funded costs and any match, in-kind or other funding amounts.
  • Non-Grant Funded:
    • No: the line item entered is funded solely though grant funds.
    • Yes: part or all of this line- item is funded through cash match, in-kind or other funds.
      • Cash Match: enter the dollar amount of the item that is funded by cash match.  Select the box dollar.
      • In-Kind: enter the dollar amount of the item that is funded by in-kind.  Select the box dollar.
      • Other Funding: enter the dollar amount of the item that is funded by other funding.  Select the box dollar.
  • Narrative: Enter all required details into the narrative box.  The narrative should provide enough information to determine allowability and a clear connection to the project activities, see the opportunities application guide for any specific details required. If the line-item represents a group of items the narrative box should include the specific items you intend to purchase under the line item.
    • Example: Craft Supplies: Craft supplies include crayons, markers, glue, construction paper, glitter, tissue paper, paper plates, pipe cleaners, pompoms, google eyes and scissors in support of story time program, estimated 300 participants.

Attachments: Not required.  Please enter all details into the line-item entry and narrative fields.  DO NOT attach items and enter see attachment for details.

As you continue to add proposed line-items, the total revenue and overall budget cost numbers will update at the bottom of your budget. Once your overall budget cost is displayed at $0, your budget is complete.

If you see red text at the bottom indicating you have not yet entered the appropriate amounts to complete the budget, check that the category amounts add up to the amount listed on the Project Information page for amount requested (grant funds), cash match, in-kind or other funding.

Submitting Your Application

The final step of your application, shown as the final green circle at the top of the page in the progress bar, is to submit your application. Before submitting make sure each section contains the information you would like to be reviewed for funding. Review your application by using the progress bar (the green circles) on the top of the page. This will allow you to navigate through each section. When your application is fully complete and reviewed select the submit button at the bottom of the page.

Clicking the green review button at the bottom of the page before submission will download a copy of your application for you to review as a zip file. 

If you see red writing populate on this page after you click submit, you will need to make the changes as instructed.

Note: Your application has not been submitted unless you receive a notification on the final page stating so. Any unaddressed red writing will prevent your application from submitting.

Essential Resources