Library Innovation Lab - Grantee Guidebook

This guidebook leads California Humanities’ LIL Grant recipients in managing their grant. Grantees should reference their grant agreement for full details and terms of the grant. Below is a checklist outlining major steps.

California Humanities Contact Information

Primary Contact: Felicia Kelley, Project and Evaluation Director, fkelley@calhum.org

Grants Manager: Brett Connor, bconnor@calhum.org

Program Associate: Kirsten Vega, kvega@calhum.org


RESOURCES & HOMEWORK FOLDER
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 Award and R&D Phase (March – July)

□ Signed Grant Agreement

The grant agreement will be sent to you electronically via AdobeSign. Follow the instructions in the email communication, and the signed agreement will be submitted to us automatically. Upon receipt, you will receive the first $1000 installment of your award.

□ Announce Award

After California Humanities’ announcement, announce your grant award using the LIL Press Release Template.

Connect with California Humanities on social media and use social media badges. (See Logos & Publicity Materials for social media badges and social media sites).

□ Thank You Letter to Elected Officials (optional)

Send a thank you letter (template here) to Congressional Representatives (find them here) and elected officials. Send a copy to Felicia Kelley.


 Interim Report Requirements

Overview
Your initial “deliverable” for the first part of the Library Innovation Lab program is a short description of your “prototype” (the project you plan to “test” this fall) and a related budget.

Please submit the below requirements via the grant portal no later than August 2 using the log-in information used when you applied. Once logged in, you will see a “Start” button on the grant you were awarded, which will take you to the tasks that you must complete. If you have any problems accessing the portal, please contact grants@calhum.org for assistance.  The report must be approved by the Authorizing Official designated in your application. Remember the report is not submitted to California Humanities until you see “Submitted!” onscreen.

You must submit this Interim Report no later than August 2.

□ Prototype Project Plan

Please develop your written project plan in response to the prompts below, not exceeding three pages (you do not need to repeat the prompts), and name your document “[Your Library] Prototype Project Plan”. 

  1. Summary (What): Describe the public humanities project you are proposing to implement (“test”) this fall. Sketch out key activities and events, the general time frame and location, some key objectives, and the target audience(s) you want to engage.
  2. Rationale (Why): Reiterate your problem statement (the need(s) you are trying to meet). How did you identify this/these need(s)? Why do you think your project offers an effective and feasible way to meet them?  
  3. Participants and Audiences (Who): Who are the people (the immigrants as well as any other constituents) your project will engage? Briefly describe the demographic characteristics of each group of participants (including audiences for project outputs) you want to reach, as well as an estimate of the total number of people who will be engaged by your project. 
  4. Activities (How/When/Where/Who): Briefly describe key project activities, where they will take place, when they will happen, and who will be responsible for carrying them out, including any community partners or outside consultants as well as library staff. Your activities might encompass further planning as well as public programming, outreach and marketing, assessment, and overall project management.
  5. Resources (What): what human and material resources will be needed to implement your project? Consider personnel, contracted services, equipment, supplies, venue, etc.
  6. Results and outcomes: What do you want to accomplish by doing this project? Make sure your desired outcomes relate to the needs you identified in developing your problem statement. How will the project benefit the people you want to reach and engage – both core participants as well as the broader community? Be sure to highlight humanities learning outcomes such as self-expression, communication, connection, understanding, awareness, knowledge, insight, empathy) along with any other benefits your activities will produce. What do you hope to learn that will be of benefit to you and the library (consider acquisition or development of professional skills and capabilities)? What information will you need to gather to assess potential impacts and how will you do this (consider methods such as surveys, observation, interviews, direct feedback)? 
  7. Design Process: Briefly describe the process you and your team, if others at your library are also working on the project, used to develop your prototype, including consultation with community members and other stakeholders as well as any other relevant research activities.  (Optional: Attach a PDF file containing of any documentation you wish to share, e.g. completed checklists, survey results, findings from past programming, diagrams, etc.)
□ Project Budget Form
Participating libraries may receive up to $5,000 total in grant funds for this program (including the $1,000 already disbursed). The total amount requested must be matched at a 1:1 minimum ratio with cash or in-kind contributions from non-federal sources secured by December 31, 2021. Unspent, unassigned, or unmatched funds should be returned to California Humanities, not banked for future use. An updated expenditures report, showing how you spent grant funds and other resources, will be requested as part of the final report.

Please use this Excel budget template to develop your proposed budget for this project that shows all related expenses California Humanities funds may be used to support eligible project-related activities and expenses, including honoraria for speakers or presenters, staffing costs, programming expenses including travel (current IRS rates), supplies and materials, equipment, publicity, promotion, venue rental, refreshments and hospitality, etc. within the grant period. Some restrictions apply, including a 10% cap on indirect costs or organizational overhead.

Here is an EXAMPLE of a completed budget form. 

□ Supplemental Materials (optional)
If you would like to provide supplemental materials (copies of surveys, other documents), please compile into one PDF file named “[Your Library] Supplemental Materials”, and then upload to the appropriate task.

□ Project Plan Form & Certification
Complete the online form that asks for a short description of your project. In 150 words or less, describe your project (activities, events, etc.), the general time frame and location(s) of these, some key objectives, and the target audience(s) you want to reach. (You can copy and edit from the information you provide in the Summary section of your Plan – see above.)

This task also requires your Authorizing Official to approve and sign this Interim Report. There are specific how-to instructions described in the task.


 Programming Period (August – December)

□ Publicize Your Programs

Publicize your programs, using acknowledgment language and logos on your publicity materials. Please send copies to Felicia Kelley

Tag California Humanities using social media handles (See Logos & Publicity Materials).

Adapt and re-issue your press release, now with details about your programs. (LIL Press Release Template)

Send online calendar listing details of project-related public events in advance of your events to Felicia Kelley (use this form). 

□ Invite Elected Officials to Public Programs (optional, but encouraged)

Invite state and federal representatives’ district offices to your events, and let us know if any attend. 

□ Use Audience Surveys

Collect between 30 and 100 surveys (total) at project-related events.  You will submit these as part of your Final Report.  See survey templates and links on the Programming Tools & Surveys page.

□ Public Programming Log

Record your events and attendance using the Public Programming Log.  Find the template and instructions on the Programming Tools & Surveys page.  You will submit the completed log as part of your Final Report.

□ Acknowledge Support from California Humanities

Use our logo and the approved credit line and disclaimer statement on any print or digital program materials (brochures, publications, websites, media products). Acknowledge California Humanities support verbally at events.  (See Logos & Publicity Materials)


 Final Report Requirements
Overview
Submit all components of the Final Report on the grant portal no later than March 31.

Hardcopies of any materials should be mailed to:
California Humanities
538 9th Street, Suite 210
Oakland, CA 94607
Attn: LIL Final Report

□ Project Director Self-Evaluation Survey
In addition to providing a short description of your project, this is a set of questions about your experience developing and managing this project and participating in the LIL program.  See a PDF sample of the questions here.

□ Final Budget Form
Participating libraries have received up to $5,000 total in grant funds for this program (including the $1,000 originally disbursed). The total amount requested must be matched with an equivalent amount of cash or in-kind contributions from non-federal sources secured by December 31. Unspent or unmatched funds should be returned to California Humanities as part of your final report (no later than March 31), not banked for future use.

California Humanities funds may be used to support eligible project-related activities and expenses, including honoraria for speakers or presenters, staffing costs, programming expenses including travel (current IRS rates), equipment, publicity, promotion, venue rental, refreshments and hospitality, etc., within the grant period. Some restrictions apply, including a 10% cap on indirect costs or organizational overhead (see your grant agreement for details).

Please use this Excel budget template for your Final Budget Report. (TIP: Rather than starting from scratch, edit the budget file you created for the Interim Report.)

Upload your budget form labeled “[Your Library] Final Budget”.

Here is an EXAMPLE of a completed final budget form.

□ Project Director Impact Narrative
Share a story that communicates the impact and significance of your project to a public audience. You might focus on a particular event, experience, or activity that took place during your project, or you might provide a broader overview of your accomplishments.

If you provide a story, it may be shared on our website or social media, incorporated into reports or publications or disseminated in other ways to diverse audiences. Please write simply and directly, using concrete and vivid language to make your experience come to life and only provide information you feel comfortable sharing with the public.

If helpful, you might use a prompt such as:
  • “I knew my project was reaching the people I wanted to engage when______________”
  • “The most exciting moment of the project was when ________________________”
  • “I had really hoped this project would _____________ but I wasn’t sure it was achieving these objectives until ____________”
  • “The most challenging/rewarding thing about doing this project was _____________”
Please submit no more than 500 words (roughly one and a half pages of text). You may also embed a URL or video link to a website, or attach photos, graphics, or another PDF document for illustrative purposes. If so, please make sure images are 300 dpi or higher resolution and provide a credit and caption for each image. Please submit ONE document as a PDF or a Word Document. Upload the document(s) to the grant portal.

□ Completed Audience Surveys
Collect between 30 and 100 completed surveys, either in hard-copy or taken online.  Hard-copy surveys should be scanned into a single PDF and uploaded to the portal.  If this is not possible, hard copies can be mailed (see above).

□ Public Programming Log
This the log you started filling out when your programming began. Find the template and instructions on the Programming Tools & Surveys page.  Upload your completed log.

□ Publicity & Marketing Collateral
Flyers, posters, press releases, etc. showing acknowledgement of California Humanities' support.  This should be scanned to a PDF and uploaded to the portal. If this is not possible, hard copies can be mailed (see above).

□ Tangible Products Produced
Please provide a digital copy of any website content or videos on a flash drive or DVD.  This should include acknowledgement of California Humanities' support and disclaimer (for any content product).

Authorizing Official Certification
This task asks for the Authorizing Official to approve and sign this Final Report. There are specific how-to instructions described in the task.


 Beyond the Grant Period

□ Share Project-Related Event Information (if applicable)
If you continue to hold public programs related to your project, continue to send details about project-related public events both before and after to Felicia Kelley and tag us on social media. Continue to update your Public Programming Log.

□ NEH Annual Report

Respond to California Humanities’ request for annual event information collection (reference your completed Public Programming Log) for compliance to the National Endowment for the Humanities (NEH).

□ Thank You to Elected Officials (optional)

Send a second thank you letter to your Congressional Representatives (find them here) and Elected Officials, copying Felicia Kelley.


Printing: We recommend using the live web version of this page, because information could be updated at any time.  But we also understand that sometimes you just need something to print out and make notes or check off boxes!  To print, you will need a PDF reader, (like Adobe Acrobat) already installed on your computer.  Right click the web page and select Adobe Acrobat > Convert Web Page to Adobe PDF.  Adobe will prompt you for a place in which to save this document.  (Right-clicking the web page and simply hitting “Print…” or hitting File > Print will not work correctly.)  For Mac users, this cannot be printed using Safari.  Use Chrome, with the instructions above.