Grant Reporting Forms Illinois State Library


Save the appropriate report form to your computer prior to filling in the various fields. The fill-in-able PDF does not automatically save, so be sure to save occasionally. Attach the completed report to an email and submit by the deadline. Submit reports by email to: isl_grants@ilsos.net. For more information about the general grant reporting forms, please call 1-800-665-5576 extension 2.

Quarterly Financial and Narrative Report

Reporting requirements start and end based on the terms of the contract with the Quarterly Financial and Narrative Report due 15 days after the end of each quarter during the grant period.

Multi-Year Project Quarterly Financial and Narrative Report

The Multiyear Project Quarterly Financial and Narrative Report is appropriate for any project with a contractual timeline extending beyond 12 months. This report captures previously reported disbursements and is due 15 days after the end of the each quarter during the grant period starting with the fifth quarter.


Quarter Report is Due
July 1 – September 30 October 15
October 1 – December 30 January 15
January 1 – March 30 April 15
April 1 – June 30 July 15

Encumbrance Report

This final financial report is required for all grantees with grant funds encumbered (obligated) at the end of the grant period. The Encumbrance Report documents the liquidation of obligated grant funds during the 45 days after the end of the grant period.

The Encumbrance Report is due 45 days after the end of the grant period, but may be submitted as soon as all obligated grant funds are liquidated. If all grant funds are disbursed at the end of the grant period, the Encumbrance Report is not required.

Budget Amendment

A grantee may be required to request a budget amendment if the over-expenditures across all budget lines are anticipated to total more than 10% of the grant award. This is considered a significant variance from the approved budget. It is a grantee's responsibility to request a budget amendment, to align the budget and anticipated actual costs, before a significant variance occurs. The Budget Amendment Request may be submitted anytime during the grant period but no later than 60 days prior to the end of the grant period.

Post-Project and Activity Reports for Library Services and Technology Act (LSTA) Funded Projects

Every project must submit the Post Project Report. The Post Project and Activity Reports are due 60 days after the end of the grant period for all projects awarded federal LSTA funds. These reports provide a retrospective overview and analysis of the project including actual expenditure of LSTA funds, activities offered, participant demographics, and outcomes achieved. These reports are shared with the Institute of Museum and Library Services and are made available to the general public. Be accurate and complete with value resulting from LSTA dollars invested in your project.

In addition, submit at least one activity report that correlates with the expenditure of LSTA funds. Categorize activities by the target audience or identifiable activities. Below are examples:

  1. The Library offered a family literacy project for new Americans that included: 1) adult education activities, 2) child education activities, 3) parent and child together activities and 4) activities to introduce library services.
    1. The Intent would be to: Improve users’ formal education.
    2. Submit four Instruction Activity Reports:
      1. Activity 1: Instruction - Program - In-person (describe the adult education components and roles of any partners)
        • Beneficiary: Targeted (ages of adults, limited functional literacy, immigrants/refugees, ethic population)
      2. Activity 2: Instruction - Program - In-person (describe the child education components and roles of any partners)
        • Beneficiary: Targeted (ages of children, immigrants/refugees, ethic population)
      3. Activity 3: Instruction - Program - In-person (describe the parent and child together activities)
        • Beneficiary: Targeted (ages, limited functional literacy, immigrants/refugees, ethic population)
      4. Activity 4: Instruction - Program - In-person (describe the introduction of library services)
        • Beneficiary: Targeted (ages, limited functional literacy, immigrants/refugees, ethic population)
  2. The Library offered a series of programs for the community to focus on water quality issues.
    1. The intent would be to: Improve users’ ability to participate in community conversations around topics of concern.
    2. Submit one Instruction Activity Report.
      1. Activity: Instruction - Program - In-person (describe programs to engage the audience in discussion)
        • Beneficiary: General
  3. The Library sought to increase job-seeking skills in their community which continues to struggle with high unemployment among adults aged 26-49. Using LSTA funds, the library 1) purchased laptops for a mobile training lab; 2) hired an instructor to teach 6 resume workshops; and 3) purchased a collection of 50 books and 1 online database to assist job-seekers.
    1. The intent would be to: Improve users’ ability to use resources and apply information for employment support.
    2. Submit one Content Activity Report and One Instruction Activity Report.
      1. Activity 1: Instruction Program - In-Person (laptops and resume writing programs)
        • Beneficiary: Targeted (ages, unemployed)
      2. Activity 2: Content Acquisition - Both physical and digital (books and online database)
        • Beneficiary: Targeted (ages, unemployed)
  4. The regional library system sought to improve broadband capacity for every library in their system. The system provided a 100 Mbps connection to the central library of every public library and purchased wireless routers for every library outlet.
    1. The intent would be to: Improve the library’s physical and technological infrastructure.
      1. Activity: Procurement - Items Acquired
        • Beneficiary: General
  5. The School Library contracted with Evaluations R Us to assess the success of integrating ISAIL Standards into the library’s curriculum for K - 12 students.
    1. The intent would be to: Improve users’ formal education.
    2. Submit one Planning & Evaluation Activity Report.
      1. Activity: Planning & Evaluation - Retrospective - Third Party (describe the methods used and results)
        • Beneficiary: Targeted (ages)

If expenditures for an activity are clearly less than $1,000, to reduce the reporting burden, include the description of that activity within the Activity Report where LSTA dollars were primarily expended.

  1. A digitization project awarded $10,000 that expended $9,500 to create digital images and $500 for programs is required to submit one activity report: a Content Activity Report ($9,500 to create images) that would include a description of the programs within the Content Activity Report. Because LSTA funds expended for programs were less than $1,000, a separate Instruction Activity Report is not necessary.
    1. The intent would be to: Improve users’ ability to discover information.
    2. Submit one Content Activity Report.
      1. Activity 1: Content - Creation - Digital (explain what was digitized, also describe programs offered and the audience with any statistics about attendance within the description.)
        • Beneficiary: General

Most Illinois projects will use Instruction and Content reports. Choose the activity report that best fits the intent(s) of the project:

  1. Instruction Activity Report: An instruction activity uses LSTA funds for knowledge or skill transfer. Includes programs, presentations, instruction and consultations or drop in/ referrals whether virtual, in-person or both.
  2. Content Activity Report: A content activity uses LSTA funds for acquisition, development, or the transfer of information. Includes acquisition, creation (digital objects, curricula, manuals), preservation, discovery (catalogs, e-book collections, subscription databases) or lending (circulation, interlibrary loan) whether physical or digital.
  3. Planning and Evaluation Activity Report: A planning or evaluation activity uses LSTA funds for the design, development, or assessment of operations, services, or resources. A plan or evaluation results from this activity whether prospective (forecasts a future condition, program, service) or retrospective (historical assessment).
  4. Procurement Activity Report: A procurement activity uses LSTA funds for the purchase of facilities, equipment/supplies, hardware/software, or other materials (not content) that support general library infrastructure.

Questions

If you have questions or need assistance in completing any of the grant reports, please call 800-665-5576, Option 2 or email isl_grants@ilsos.net.