Personal Protective Equipment (PPE) for Illinois Public Libraries Illinois State Library
Purpose and Goals
The Personal Protective Equipment (PPE) for Illinois Public Libraries offering provides Coronavirus Aid, Relief, and Economic Security (CARES) Act funds to support the role of public libraries in their efforts to prevent, prepare for, and respond to the coronavirus(COVID-19) pandemic.
As libraries reopen, the safety of staff and patrons is an ongoing concern. Restoration of in-person services requires adherence to guidelines regarding social distancing, use of protective equipment, proper sanitation and disinfecting common and high-traffic areas.
To assist libraries in addressing the unforeseen consequences of COVID-19, public library agencies may apply for up to $500 per eligible public library building to address the proper handling of library materials and to purchase PPE to ensure the safety of staff and patrons. Applications are due September 30, 2020.
Per the CARES Act Legislation, include this outcome under question 14 of the application as well as any additional outcomes specific to your program: "to improve the library's efforts to prevent, prepare for, and respond to COVID-19."
- Illinois public library agencies are eligible to apply.
- The applicant public library agency must meet the criteria as defined by the Illinois compiled statutes and the Administrative code and be recognized as a Full Member of an Illinois library system. [23 Ill. Adm. Code 3030.200]
Eligible ActivitiesPPE and/or supplies and services to clean and sanitize the library.
- PPE that is designed to protect an individual and minimize the spread of a virus between individuals may include masks, gloves, hand sanitizers and/or cleaning supplies.
- Cleaning services to deep clean and sanitize the library is an appropriate activity to respond to COVID-19.
- Acrylic barriers for public service desks that do not involve construction and do not require special expertise (i.e. carpentry skills or an electrician) may be allowable.
- Necessary expenses related to PPE or sanitizing/cleaning the library.
Ineligible Activities include but are not limited to:
- Activities and expenses not related to PPE or sanitizing/cleaning the library
- Building construction, renovation or repair
- Food or beverages
- Computers or devices that connect to the internet
- Transportation or travel
- Advertising or public relations
Award Information and Funding Source
A library agency request up to $500 per eligible public library building. For example, a public library with a main library and two branches (3 outlets x $500) may request up to $1,500.
The grant award will be paid as a reimbursement. An agency is required to first appropriately disburse local funds per the approved application then submit documentation to receive reimbursement. Release of award funds will be authorized after the submission of reports documenting proof of expenditure. The library may claim reimbursement of allowable PPE expenses from July 1, 2020 through December 31, 2020.
Cares Act funds were provided to the Illinois State Library from the Institute of Museum and Library Services for coronavirus response. IMLS Announces New Stimulus Funding for Communities Across America.
- Federal Award Identification Number: LS-246531-OLS-20.
- Catalog of Federal Domestic Assistance (CFDA) Number: 45.310 Grants to States CARES Act (2020).
Use of CARE Act funds and therefore all activities under this offering align with Illinois' Long Range Plan for the Use of Library Services and Technology Act Funds 2018-2022 to support the role of public libraries in responding to the coronavirus pandemic:
Goal 1: to position the Illinois library community to extend library services for all Illinois residents by providing access to information and ideas.
When submitting the application:
Question 8, Select One Primary Purpose: Successful applicants will check "Provide access to information, ideas and diverse resources, whether virtual or tangible."
Question 9, Select One Intent: Successful applicants will check "improve library operations" which is listed under the Institutional Capacity heading.
Question 12, Target Audience and Need: The urgent need for grant funds is strengthened by data:
- Poverty level
- Enrollments in Supplement Nutrition Assistance Program(SNAP)
- Unemployment rate
Question 14b, the method(s), activity(s) or services(s) to achieve the outcome "to improve the library's efforts to prevent, prepare for, and respond to COVID-19" might include but are not limited to:
- 100% of staff will wear masks when more than one person is present and a distance of six feet cannot be maintained.
- All public and staff areas in the library will offer stations with hand sanitizer.
- 100% of staff will wear latex gloves when sorting mail or handling library materials.
- Exposure to patrons coughing or sneezing will be reduced by proving freestanding acrylic barriers at the circulation and reference desks.
- 100% of public devices such as the copy machine or public computers will be cleaned and sanitized by staff after each patron use.
Successful applications will elaborate on the details of their proposed method(s), activity(s) or service(s) in the Project Description, Question 11. Many online sources provide guidance:
- ALCTS Handling Library Materials and Collections During a Pandemic
- CDC Cleaning and Disinfecting Your Facility
- OSHA Guidance of Preparing Workplaces for COVID-19
- REALM Project: Reopening Archives, Libraries, and Museums
- The application must be submitted through the agency's administrative headquarters with only one application per agency.
- Applications must be submitted as a fillable PDF. Please refer to the Instructions for Completing Fillable PDF Grant Forms below. Paper copies of the application will not be accepted. Scanned copies of grant applications are not allowed; and any applications that are not submitted on the required form and in the properformat will be eliminated from consideration for funding.
- Submit the application as an attachment to an email addressed to email@example.com
Application and Reporting Forms
- Grant Application
- Grant Reporting Forms
- Instructions for Completing Fillable Grant Forms
- Library Data Entry Guidelines
Grants are awarded by the Illinois Secretary of State based on recommendations received from a Grant Review Committee following its review process.
Only complete applications from eligible agencies will be considered for funding. Each application must stand on its own merit and is evaluated based on the information provided in the application.
In addition to the evaluation of the application content, meeting the criteria for library agencies eligible to apply, and the recommendations of the Review Committee, additional factors taken into consideration include:
- Date and time the application is received
- Need based on data such as poverty, SNAP and unemployment
- Availability of grant funds
- Geographic distribution of the proposed grant awards
Only the awarded grant applications shall be considered public information. Working papers, individual reviewer's comments, notes, and scores are not public information. A summary of the reviewer's comments will be shared with the applicant.
|September 30, 2020||Applications due|
|November 1, 2020||Applicants reviewed and award letters issued|
|January 15, 2021||Quarterly Financial and Narrative Report due requesting reimbursement for PPE expenses July 1 to December 31, 2020. The library must spend local funds first, and then request reimbursement.|
|February 15, 2021||Encumbrance Report due documenting the disbursement of funds obligated at December 31 (if applicable).|
Awarded applicants will be required to certify adherence to applicable laws.
- 20 U.S.C. Chapter 72, Subchapter - Grants to States
- 2 C.F.R. § 200 Subpart E- Cost Principles
- 15 ILCS 320/7 (g)
- 23 Ill. Adm. Code 3035. Subpart G
For more information, please contact the Illinois State Library, Library Development Group at 217-524-8836; 800-665-5576 ext. 2, or by email to firstname.lastname@example.org.