Frequently Asked Questions

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Eligible Items

• Are computers an eligible expense?
  There are several categories in the Library Credit/Grant Program in which computers are eligible – Learning and Literacy for Target Groups, AODA Compliance, Automation – New Technologies. However, they are linked to a specific purpose. General replacement of computers is not eligible.
  
  
• Would feasibility studies be eligible to deal with such questions as whether an expansion or relocations to another municipal building is more appropriate for a library?
  No. However, the Application Program category Services for Under-Served Groups has as its purpose to identify needs of target groups in the community, develop service models and implement pilot projects. As such, it could be used to cover the portion of a feasibility study which relates to the under-served groups the library has identified.
  
  
• Is library furniture and shelving eligible?
  There are two categories in the Library Credit/Grant Program in which furniture is eligible.  Learning and Literacy for Target Groups specifies “related furniture” along with some of the eligible items. AODA Compliance includes “accessible furniture and shelving”. General replacement of furniture and shelving is not eligible.    
   
• Is décor eligible?
  Under the Library Credit/Grant Program, Learning and Literacy for Target Groups includes new special area development. In such cases, expenses for décor elements specific to the target group (e.g., funky carpet, posters, paint) would be covered.
  
  
• Are branding and signage eligible?
  General library branding and signage are not eligible. However, Under the Library Credit/Grant Program, most categories include promotion/information materials on the new service. AODA Compliance specifies promotion/information materials in accessible formats (including signage).
  
  
• Can libraries get any money for staffing?
  In some cases. In the Library Credit/Grant Program, expenses for staff hired as a coop student under the Training category are covered. Both categories (Services for Under-Served Groups and IT Support/Training) of the Application Program identify certain eligible staff costs. Staff time is not covered under the Education Fund except for replacement as described below.
  
  
• Can libraries get any money for replacement staff?
  In some cases. Under the Training category in the Library Credit/Grant Program and in the Education Fund, there is provision for replacement staff within specified limits. Staff time exclusively for replacement staff is eligible for a small library with less than 1.5 FTEs if 1) the library is continuing to pay the salary of the staff member receiving training and 2) the library would have to be closed due to this person’s absence. Up to $160.00 per day per board may be requested for a maximum of three consecutive days to cover hours the library is open.
  
  
• What is covered under coop programs?
  Any coop program related to library services or needs is eligible (library programs, IT, marketing, etc.) and any expenses specific to the program.  
  
  
• Can we use funds to leverage other support? For example, could we buy gaming software and get a company to sponsor the furniture?
  Yes.
  
  
• What if I’m not sure about the eligibility of something I wish to buy?
  Be sure to contact SOLS or OLS-North in advance of any such purchase to clarify eligibility before you commit funds. We have the right not to reimburse items that are not eligible.
  
  
• Are airfare, hotel, and registration eligible expenses under the Training category in the Library Credit/Grant Program?
  Yes.
  
  
• Can we use either of the Application Programs to continue an existing short-term (other-grant-funded) program?
  Yes, an extension of an existing program for which the funding has run out is eligible. However, these are application programs and so it will be up to the review panel to judge which applications should receive support.
  
  
• Under the Library Credit/Grant Program, what is the date from which expenses are eligible?
  Expenses incurred for initiatives begun after our announcements on January 29, 2009 are eligible.
  
  
• Are initiatives currently in process eligible expenses under the programs?
  No, only new initiatives are eligible.
  
  
• Is an upgrade to my integrated library system eligible?
  No, only new technologies are eligible. However, you may be interested in participating in JASI (Joint Automation Server Initiative) through which libraries automate with a high end web-based integrated library system. The system includes cataloguing, circulation, patron records, acquisitions, serials and reports modules. Please contact OLS-North for further information.  

Accessing Funds

• How do we access our library credit?
  The first step is to complete the acknowledgement form (due by June 30, 2009) which secures your library credit and provides a contact for your library. If you wish to participate in the consortia purchasing options, you also need to complete your order form (link pending) by June 30, 2009. For consortia purchasing items, we will make the purchase on your behalf and deduct the amount from your library credit. For all other purchases against your library credit, you simply make the purchase yourself and submit the Reimbursement Request Form to SOLS quarterly with copies of your paid invoices.
  
  
• How do we get paid?
  There are two reimbursement forms. The Reimbursement Request Form covers the Library Credit/Grant Program. The Application Program and Education Fund Reimbursement Request Form covers the Application Programs and Education Fund for libraries receiving grants under these programs. They are submitted to SOLS quarterly with copies of your paid invoices.
  
  
• Is there a limit on how much a library can apply for?
  No. Every library has a designated amount of money to spend under the Library Credit/Grant Program. In addition, libraries may apply for grants under the Application Program and under the Education Fund. There is no upper limit either for individual applications nor in aggregate for a library.  

Measurement and Reporting 

• How will the performance measures be used?
  Performance measures will be reported back to the Ministry. They will help us identify the impact of the Ministry’s investment in public libraries and make the case for future funding.
  
  
• When must we identify the measurement criteria that we are using for the Library Credit?
  You must know what information you will collect before starting the program so you will have data from both before and after using your funding. However, SOLS only needs this information in your Post Project Report.
  
  
• Is “0” acceptable as baseline data?
  Yes. Baseline data should be the figure prior to using the funding. If you are introducing an entirely new service or collection or working with a new target group, it is conceivable that 0 might be your starting point.
  
  
• When must we identify the measurement criteria that we are using in the Application Program or Education Fund?
  In both of these cases, you must include your measurement criteria with your application.
  
  
• How do we report on what we’ve done?
  A Post Project Report is due preferably within three months of expending the funds but no later than March 31, 2011 for the Library Credit/Grant Program and the Services to Under-Served Groups category of the Application Program. For the IT Support/Training category of the Application Program the deadline is March 31, 2012. For the Education Fund, the Post Project report is due within one month of completing the training.

Other Questions
 
Other questions may be directed to:
 
SOLS – Laurey Gillies
OLSN – Leanne Clendening or Lorraine Leblanc .