Grant Reporting Forms Illinois State Library
Save the appropriate report form to your computer prior to filling in the various fields. The fillable 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: firstname.lastname@example.org. 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 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|
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.
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
The Post Project Report and Activity Reports are due 60 days after the end of the grant period for all projects awarded federal LSTA funds. Together, 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 (IMLS), and are made available through the State Program Report (SPR) Projects reporting tool.
- Write reports in past tense based on what happened and who actually participated.
- Write reports for someone who knows nothing about your program. This is your chance to showcase how you successfully used grant money to positively impact your participants. Be prepared to provide statistics and data to validate the results of your project, along with narrative descriptions and details of the program.
- Do not include the names of people. It is better to use common or collective nouns such as participants, library directors, high school students or the photography instructors
- This information is shared on the IMLS public website.
- For The Project Summary should clearly articulate the target audience or who benefited, the overall scope of the project and the results. It should be approximately 120-130 words.
- Findings should ideally express some of the measurable results of the project. For example, a percentage increase in library patrons/circulation, the percentage of participants who reported a positive experience, etc.
- Outcomes should include compelling statements about the difference this grant project made for your target audience, and how this might impact planning similar projects.
- Lessons should reflect upon which aspects helped achieve the goals of the program, and if any changes should be made in the future to ensure greater success.
- When reporting expenditures, budget lines must correlate with your final quarterly financial report. For each budget line, provide the dollar amount disbursed, along with a detailed description of what was purchased.
Submit at least one, but no more than five Activity Reports. If you have any questions about which type of activity report you should be submitting, please contact the LSTA Coordinator at the Illinois State Library.
- Each activity report must reflect not less than 10% of your LSTA award or $1,000, whichever is greater.
- Describe grant funded activities or services in detail, including where activities took place (library, museum, online), and over what timeframe (2 hours each week for 6 months).
- Describe who participated and how they were engaged in activities offered, or who utilized the services provided, and the results.
- Categorize activities by the target audience or group similar activities into one Instruction Activity Report For example:
- Combine Bristlebots, LEGO Robotics and Dash & Dot into one Instruction Report perhaps titled ‘STEM Through Robotics.’
- Educational programs for adults; educational programs for children; and parent and child together activities should be submitted as three unique Instruction Reports.
There are four types of Activity Reports: Instruction, Content, Planning & Evaluation and Procurement. Most Illinois projects will use Instruction or Content reports. Choose the activity report that best fits the intent of the project:
- 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.
- 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.
- 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).
- 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.
If you have supporting photographs that you would like to share, please share them only if you have signed photo releases. Newspaper articles and sample fliers that give credit to IMLS for the LSTA funds are appropriate to attach as well.
If you have questions or need assistance in completing any of the grant reports, please call 800-665-5576, Option 2 or email email@example.com.