**Guidebook**

**for**

**Preparing Applications**

**for the**

**Improving Literacy**

# **Through** 

**School Libraries**

**Grant Program**

**84.364A**

###### 2009 Program Competition

**[Important information for the 2009 Improving Literacy Through School
Libraries (LSL) competition]{.underline}: Applicants for this program
competition must use the government-wide website, Grants.gov
([http://www.grants.gov](http://www.grants.gov/)), to apply. We strongly
encourage you to familiarize yourself with Grants.gov and strongly
recommend that you register early and submit early.**

[REGISTER EARLY:]{.underline} Grants.gov registration may take five or
more days to complete. You must be fully registered to submit an
application. Please follow the detailed Step-by-Step instructions on the
Grants.gov Get Started page (<http://www.grants.gov/GetStarted>). Please
note: If you are already registered, make sure that your information is
up-to-date. Check [www.grants.gov](http://www.grants.gov/) prior to the
application deadline to make sure your registration is in order.

[DOWNLOAD the Pure Edge Viewer and Adobe Reader 7.0.9]{.underline}: To
download and complete the application, you will need to have both the
Pure Edge Viewer software and the Adobe Reader 7.0.9 software on your
computer. Both are free and easy to download from Grants.gov. You may
need to allow time for approval from your organization to download this
software. Please note: Grants.gov is in the process of transitioning
from Pure Edge to Adobe Reader. It is best to download both for now.

[SUBMIT EARLY:]{.underline} Do not wait until the last day to submit
your application! To submit successfully, you must enter the DUNS number
in the application that your organization used when it registered with
the CCR.

Dear Colleague:

This Guidebook is designed to help applicants prepare a quality
application for the Improving Literacy Through School Libraries (LSL)
Grant Program**. It is important to note that this Guidebook is not an
application and does not contain the detailed information provided in
the Notice Inviting Applications and the Application Package.** All
applicants must read the Notice Inviting Applications and use the
Application Package to apply for a grant. The application can be found
at [www.grants.gov](http://www.grants.gov/) and the application package,
Notice Inviting Applications, and other relevant materials can be found
on the program Web site,
[www.ed.gov/programs/lsl](http://www.ed.gov/programs/lsl).

Information on the Department of Education's grant process in general is
provided in this Guidebook, as well as specific information on the
Improving Literacy Through School Libraries program**.** **Please note
that applicants should not rely on this Guidebook as the sole source of
information, and nothing in this document is intended to impart specific
rights to applicants or grantees.**

**Table of Contents**

Importance of School Library Media Centers..............................
5

Applying for a
Grant........................................................... 7

Program Elements and
Narrative............................................. 20

The
Application..................................................................
23

Assembling the
Application.................................................... 28

Further
Information..............................................................
32

# 

# 

# 

# 

# 

# 

# 

#  

# **The Importance of School Library Media Centers**

#  

In a world that is increasingly dependent upon technology, and in which
new information is constantly replacing the knowledge of yesterday,
school libraries play a key role in providing access to the resources
and services that students need to succeed. School libraries are
particularly important in areas where, outside of school settings,
children do not have sufficient contact with the most recent books, the
latest computers, or even the most basic access to the internet.

The Improving Literacy Through School Libraries (LSL) program, Subpart 4
of Part B of Title I of the Elementary and Secondary Education Act
(ESEA), as amended, promotes comprehensive local strategies to improve
student reading achievement by improving school library services and
resources. The LSL program is one component of the Department's
commitment to dramatically improve student reading achievement by
focusing available resources, including those of school library media
centers, on ensuring that no child is left behind. By focusing on
communities with twenty percent family poverty, the LSL program targets
school districts with the greatest need for assistance. A wealth of
information on the program is available at
[www.ed.gov/programs/lsl](http://www.ed.gov/programs/lsl).

The LSL program is a discretionary grant program that began in fiscal
year (FY) 2002 with the purpose of increasing student literacy rates in
poor areas by improving the libraries in these impoverished schools. The
program supports competitive grants to local educational agencies
(LEAs), including some charter schools that are LEAs. The program is
housed in the Office of Elementary and Secondary Education.

Funds are to be used to increase up-to-date school library holdings;
acquire advanced technology to develop and enhance students' information
literacy, information retrieval, and critical thinking skills;
facilitate Internet links and other resource-sharing networks among
schools and school library media centers, and public and academic
libraries; provide certain professional development and collaboration
opportunities; and expand hours of access to school library services. In
order to receive a grant, applicants must sufficiently demonstrate both
their eligibility and their commitment to fulfilling one or more of the
activities of the program.

In 2008 the LSL program awarded 60 competitive grants in 23 states, a
total of more than \$18 million. The program also provided funding to
America Samoa, Guam, the Northern Mariana Islands, and the Virgin
Islands, as well as to schools served by the Bureau of Indian Affairs.
Abstracts of all funded LSL programs from 2002 through 2008 can be found
on the program Web site,
[www.ed.gov/programs/lsl](http://www.ed.gov/programs/lsl) under
"Awards."

Despite recent gains in reading achievement, too many children in too
many poor districts read at levels significantly below grade level. By
providing funds to local schools to be used to improve the quality of
their library media centers, LSL grants allow schools to address the
specific challenges that their students face.

# 

# 

# 

# **Applying for a Grant**

### Overview 

This is a non-technical summary of the Department of Education\'s
discretionary grant process and the laws and regulations that govern it.
The reader should not rely on it as the sole source of information.
Nothing in this document is intended to impart specific rights to
applicants or grantees.

### Finding Information

The Department maintains a site on the World Wide Web. You can access
information on discretionary grant funding at:
[www.ed.gov](http://www.ed.gov/) by searching under "Grants &
Contracts."

The Web address for the Improving Literacy Through School Libraries
program is [www.ed.gov/programs/lsl](http://www.ed.gov/programs/lsl).

### Checking Eligibility

The first thing to consider before applying for any grant is to
determine whether your organization is eligible under the program. Most
programs have specific eligibility criteria that are contained in the
authorizing statute.

It is very important to note the eligibility criteria for the LSL
program. Only certain LEAs are eligible for LSL funds. The authorizing
legislation for the LSL program defines eligible LEAs as those in which
20 percent of the students served by the LEA are from families with
incomes below the poverty line. The LSL Website contains a list of every
recognized public school district by State with its most recent family
poverty rate.

The following further clarifies the eligibility requirements:

1\) What is an LEA?

**The first eligibility criterion for the LSL program is that the
applicant must be an LEA.** An LEA is defined in section 9101 of the
ESEA. Generally, an LEA is a public board of education or other public
authority legally constituted within a State for administrative control
or direction of public schools or any other public institution or agency
having administrative control and direction of a public school.
Specifically:

-   [School districts]{.underline} are the most familiar form of LEAs.

-   [Some charter schools]{.underline} in some states are also
    considered LEAs. Charter Schools should check with their chartering
    agency to see if they are considered an LEA. Charter Schools
    applying for this grant must include information on their LEA
    designation in the abstract of their application.

-   [Regional Service Agencies]{.underline} in many states are
    considered LEAs by the State educational agency (SEA). These
    entities may apply as part of a consortium with eligible LEAs in
    their service areas. They may also apply directly for the districts
    they administer if the districts meet the family poverty eligibility
    requirement discussed below.

-   [State Administered Schools]{.underline}, such as Schools for the
    Deaf and the Blind, State Arts Schools, etc., may also be eligible
    to apply if they are considered LEAs by the SEA.

2\) What is the Family Poverty Rate?

**The second eligibility criterion is that the LEA must have a family
poverty rate of at least 20 percent; that is, at least 20 percent of its
students must be from families with incomes below the poverty line.**
The family poverty rate is the base poverty rate. It is based on Census
Bureau data. (Note: this is not the same as the free and reduced priced
lunch statistic and is usually a much lower percentage.)

-   School district family poverty rates are posted on the Web at
    <http://www.ed.gov/programs/lsl/eligibility.html> for each
    competition. If a school district\'s family poverty rate is 20% or
    above it is eligible to apply.

-   Charter Schools that are considered LEAs must have their family
    poverty rate computed by the SEA Title I coordinator. You must
    contact that office in your State to have them compute the family
    poverty rate for your organization. (Note: a charter school must
    meet the eligibility requirement of at least 20 percent of the
    students served from families with incomes below the poverty line.)
    The correspondence with the Title I coordinator, including the
    computed family poverty rate, must be included in the application.

-   Regional Service Units that are LEAs applying for schools they
    administer must have the family poverty rate computed for those
    schools. They need to contact the SEA Title I coordinator. If the
    computed family poverty rate is 20% or above, the regional service
    unit is eligible to apply.

-   State Administered Schools that are LEAs must have the family
    poverty rate computed. The school needs to contact the SEA Title I
    coordinator. If the computed family poverty rate is 20% or above,
    the school is eligible to apply.

PLEASE NOTE: If your school or district receives funding from the Bureau
of Indian Affairs (BIA), you are not eligible to apply, as the BIA
receives set-aside funding for this program.

The contact information for the State Title I Coordinators can be found
on the Program Web site
[www.ed.gov/programs/lsl](http://www.ed.gov/programs/lsl) under "FAQs".

### Applying

Asking for grant funds from the Department of Education is not a
complicated process, but it requires that you give us specific
information to enable us to consider your request fairly and completely.
When you apply for discretionary grant funds, you must complete an
application and send us information on a number of forms.

-   What is an application package?

A discretionary grant application package contains all of the
information and forms that you will need to apply for funds from the
Department. Application packages typically include the application
notice, program regulations and/or legislation, and application
instructions and forms.

-   What are certifications and assurances?

Various federal requirements are imposed on applicants and grantees as a
condition of receiving grant funds. Application packages contain forms
that an applicant is required to sign, promising to abide by various
federal laws, regulations, and executive orders that apply to grantees.
Certifications relate to issues such as maintaining a drug-free
workplace. Assurances relate to issues such as complying with
nondiscrimination laws.

**Grants.gov**

![](media/image1.png){width="2.5in" height="0.6472222222222223in"}

[http://www.grants.gov](http://www.grants.gov/)

Applications for grants under the Improving Literacy Through School
Libraries program must be submitted electronically using the Grants.gov
Apply site at [www.grants.gov](http://www.grants.gov/). Through this
site, you will be able to download a copy of the application package,
complete it offline, and then upload and submit your application.
(Please Note: You may not e-mail an electronic copy of a grant
application to anyone at the U.S. Department of Education. Your
application will not be valid.) You may access the electronic grant
application for the Improving Literacy Through School Libraries program
at [www.grants.gov](http://www.grants.gov/). You must search for the
downloadable application package for this program by the CFDA number. Do
not include the CFDA number's alpha suffix in your search **(e.g.,
search for 84.364, not 84.364A)**.

As stated earlier in this document please remember to register early.
Grants.gov registration may take five or more days to complete. You must
be fully registered to submit an application. Please follow the detailed
Step-by-Step instructions on the Grants.gov Get Started page
(<http://www.grants.gov/GetStarted>). Please note: If you are already
registered, make sure that your information is up-to-date. Check
[www.grants.gov](http://www.grants.gov/) prior to the application
deadline to make sure your registration is in order.

Also, you must download the Pure Edge Viewer and Adobe Reader 7.0.9: To
download and complete the application, you will need to have both the
Pure Edge Viewer software and the Adobe Reader 7.0.9 software on your
computer. Both are free and easy to download from Grants.gov. You may
need to allow time for approval from your organization to download this
software. Please note: Grants.gov is in the process of transitioning
from Pure Edge to Adobe Reader. It is best to download both for now.

When you enter the Grants.gov site, you will find information about
submitting an application electronically through the site, as well as
the hours of operation.

Applications received by Grants.gov are date and time stamped. Your
application must be fully uploaded and submitted, and must be date and
time stamped by the Grants.gov system no later than 4:30 p.m.,
Washington, DC time, on the application deadline date.

**Your application will not be reviewed if it is date and time stamped
by the Grants.gov system later than 4:30 p.m., Washington, DC time, on
the application deadline date.** When we retrieve your application from
Grants.gov, we will notify you if we are rejecting your application
because it was date and time stamped by the Grants.gov system after 4:30
p.m., Washington, DC time, on the application deadline date.

As mentioned earlier in this document, please submit early. Do not wait
until the last day to submit your application! The amount of time it can
take to upload an application will vary depending on a variety of
factors including the size of the application and the speed of your
Internet connection. Therefore, we strongly recommend that you do not
wait until the application deadline date to begin the submission process
through Grants.gov.

You should review and follow the Education Submission Procedures for
submitting an application through Grants.gov that are included in the
application package for this competition to ensure that you submit your
application in a timely manner to the Grants.gov system.

To submit your application via Grants.gov, you must complete all steps
in the Grants.gov registration process
[**www.grants.gov/applicants/get_registered.jsp**](http://www.grants.gov/applicants/get_registered.jsp)

These steps include (1) registering your organization, a multi-part
process that includes registration with the Central Contractor Registry
(CCR); (2) registering yourself as an Authorized Organization
Representative (AOR); and (3) getting authorized as an AOR by your
organization.

**[In order to register, all applicants must obtain and use a Data
Universal Numbering System (DUNS) number]{.underline}**. A DUNS number
is a unique nine-digit number that does not convey any information about
the recipient. If you do not have a DUNS number, you can obtain one at
no charge by calling 1-800-333-0505 or by completing the DUNS Number
Request Form at
[www.dnb.com/US/duns_update/index.html](http://www.dnb.com/US/duns_update/index.html).
You must have a DUNS number to register for Grants.gov.

You also must provide on your application the same DUNS Number used with
this registration. Please note that the registration process may take
five or more business days to complete, and you must have completed all
registration steps to allow you to submit successfully an application
via Grants.gov. In addition you will need to update your CCR
registration on an annual basis. This may take three or more business
days to complete. **Remember: To submit your application successfully,
you must enter the DUNS number in the application that your organization
used when it registered with the CCR.**

You must submit all documents electronically, including all information
you typically provide on the following forms: Application for Federal
Education Assistance (SF 424), the Department of Education Supplemental
Information for SF 424, Budget Information\--Non-Construction Programs
(ED 524), and all necessary assurances and certifications. Please note
that two of these forms\--the SF 424 and the Department of Education
Supplemental Information for SF 424\--have replaced the ED 424
(Application for Federal Education Assistance).

You must attach any narrative sections of your application as files in a
.DOC (document), .RTF (rich text), or .PDF (Portable Document) format.
If you upload a file type other than the three file types specified in
this paragraph or submit a password**-**protected file, we will not
review that material.

After you electronically submit your application, you will receive from
Grants.gov an automatic notification of receipt that contains a
Grants.gov tracking number. (This notification indicates receipt by
Grants.gov only, not receipt by the Department.) The Department then
will retrieve your application from Grants.gov and send a second
notification to you by e-mail. This second notification indicates that
the Department has received your application and has assigned your
application a PR/Award number (an ED-specified identifying number unique
to your application).

[Application Deadline Date Extension in Case of Technical Issues with
the Grants.gov System]{.underline}: If you are experiencing problems
submitting your application through Grants.gov, please contact the
Grants.gov Support Desk at 1-800-518-4726. You must obtain a Grants.gov
Support Desk Case Number and must keep a record of it.

If you are prevented from electronically submitting your application on
the application deadline date because of technical problems with the
Grants.gov system, we will grant you an extension until 4:30 p.m.,
Washington, DC time, the following business day to enable you to
transmit your application electronically or by hand delivery, following
instructions in the Application Package and Federal Register Notice. You
also may mail your application by following the mailing instructions if
you submit an application after 4:30 p.m., Washington, DC time, on the
deadline date. Please contact Irene Harwarth at (202)401-3751 or at
<irene.harwarth@ed.gov> and provide an explanation of the technical
problem you experienced with Grants.gov, along with the Grants.gov
Support Desk Case Number. We will accept your application if we can
confirm that a technical problem occurred with the Grants.gov system and
that that problem affected your ability to submit your application by
4:30 p.m., Washington, DC time, on the application deadline date. The
Department will contact you after a determination is made on whether
your application will be accepted.

**[PLEASE NOTE:]{.underline}** The extensions to which we refer apply
**only to the unavailability of, or technical problems with, the
Grants.gov system.** We will not grant you an extension if you failed to
fully register to submit your application to Grants.gov before the
application deadline date and time or if the technical problem you
experienced is unrelated to the Grants.gov system.

**Grants.gov has no "unsubmit" or "unpublish" button. If you want to
correct a mistake, you have to send in an entirely new application.
Department policy requires that programs accept the last application
only, so you need to know that when you send a corrected application, it
needs to be complete and be your best effort.**

### [Exception to Electronic Submission Requirement]{.underline}

You qualify for an exception to the electronic submission requirement,
and may submit your application in paper format, if you are unable to
submit an application through the Grants.gov system because --

-   You do not have access to the Internet; **or**

-   You do not have the capacity to upload large documents to the
    Grants.gov system;

> **[AND]{.underline}**

-   No later than two weeks before the application deadline date (14
    calendar days or, if the fourteenth calendar day before the
    application deadline date falls on a Federal holiday, the next
    business day following the Federal holiday), you mail or fax a
    written statement to the Department, explaining which of the two
    grounds for an exception prevent you from using the Internet to
    submit your application. If you mail your written statement to the
    Department, it must be postmarked no later than two weeks before the
    application deadline date. If you fax your written statement to the
    Department, we must receive the faxed statement no later than two
    weeks before the application deadline date.

> Address and mail or fax your statement to: Irene Harwarth, U.S.
> Department of Education, Room 3E244 400 Maryland Avenue, SW,
> Washington, DC 20202. FAX: (202)260-8969. Your paper application must
> be submitted in accordance with the mail or hand delivery instructions
> described in this notice.

The following instructions [only]{.underline} apply if you request and
receive an exception from the electronic application requirement:

### 

### Number of Copies:

All applicants are *required* to submit one signed original and two
copies of the application. Each copy of the application must include a
SF 424 form.

Applicants are *requested* to submit three additional copies of the
entire application, including the SF 424. The reviewers will use these
copies. This is a total of six applications.

Remember\--each application must be a self-contained document. The
application should not be bound or enclosed in a folder. The preferred
method is to clip or staple the application. All sections of the
application and all appendices or attachments must be suitable for
photocopying in order to be included in the materials given to the
reviewers.

Please Note: If you must submit your application in paper format by mail
(through the U.S. Postal Service or a commercial carrier), you must send
the original and two copies of your application, on or before the
application deadline date, to the Department at the applicable following
address:

[By mail through the U.S. Postal Service]{.underline}:

> U.S. Department of Education
>
> Application Control Center

# Attention: (CFDA Number 84.364A)

# 400 Maryland Avenue, SW.

Washington, DC 20202-4260

The Application Control Center will mail a Grant Application Receipt
Acknowledgment to you. If you do not receive the notification of
application receipt within 15 business days from the mailing of your
application, you should call the U.S. Department of Education
Application Control Center at (202) 245-6288.

You must show proof of mailing consisting of one of the following:

1.  A legibly dated U.S. Postal Service postmark;

2.  A legible mail receipt with the date of mailing stamped by the U.S.
    Postal Service;

3.  A dated shipping label, invoice, or receipt from a commercial
    carrier; or

4\. Any other proof of mailing acceptable to the U.S. Secretary of
Education.

If you mail your application through the U.S. Postal Service, we do not
accept either of the following as proof of mailing:

1.  A private metered postmark, or

2.  A mail receipt that is not dated by the U.S. Postal

Service.

If your application is postmarked after the application deadline date,
we will not consider your application.

Applicants should note that the U.S. Postal Service does not uniformly
provide a dated postmark. Before relying on this method, you should
check with your local post office.

[Applications Delivered by Commercial Carrier]{.underline}:

Special Note: Due to occasional disruptions to normal mail delivery, the
Department encourages you to consider using an alternative delivery
method (for example, a commercial carrier, such as Federal Express or
United Parcel Service; or U. S. Postal Service Express Mail) to transmit
your application for this competition to the Department. If you use an
alternative delivery method, please obtain the appropriate proof of
mailing under "Applications Sent by Mail," then follow the mailing
instructions under the appropriate delivery method.

Applications that are delivered by commercial carrier, such as Federal
Express, United Parcel Service, etc. should be mailed to the:

> U.S. Department of Education
>
> Application Control Center
>
> Attention: (CFDA Number 84.364A)
>
> LBJ Basement Level 1
>
> 400 Maryland Avenue, SW.
>
> Washington, DC 20202-4260

######## Applications Delivered by Hand

You or your courier must hand deliver the original and number of copies
requested of the application by 4:30 p.m. (Washington, DC time) on or
before the deadline date. To help expedite our review of your
application, we would appreciate your voluntarily including an
additional 3 copies of your application.

Please hand deliver copies to:

U.S. Department of Education

Application Control Center

Attention: CFDA #84.364A

550 12^th^ Street, SW

PCP - Room 7041

Washington, DC 20202 -- 4260

The Application Control Center accepts application deliveries daily
between 8:00 a.m. and 4:30 p.m. (Washington, DC time), except Saturdays,
Sundays and Federal holidays.

**Application packages for the 2009 LSL competition can be found at the
following:**

On-line at the program Web site:
[www.ed.gov/programs/lsl](http://www.ed.gov/programs/lsl)

In hard copy through the Education Publications Center (ED Pubs), P.O.
Box 1398, Jessup, MD 20794-1398. Telephone (toll free): 1-877-433-7827.
FAX: (301) 470-1244.

If you use a telecommunications device for the deaf (TDD), you may call

(toll free): 1-877-576-7734.

You may also contact ED Pubs at its Web site:
<http://www.ed.gov/pubs/edpubs.html>

or you may contact ED Pubs at its e-mail address: <edpubs@inet.ed.gov>.
If you request an application from ED Pubs, be sure to identify this
competition as follows: CFDA number 84.364A.

Individuals with disabilities may obtain a copy of the application
package in an alternative format (e.g., Braille, large print, audiotape,
or computer diskette) through the program contacts listed on the program
Web site.

### Funding Priorities

For some programs, the Department publishes funding priorities in the
Federal Register to identify the activities that will be funded in a
given year. The Department uses three kinds of funding priorities in its
programs: absolute, competitive, and invitational.

> An absolute priority for a program means that only those applications
> that address that priority will be considered for funding.
>
> A competitive priority means that additional points will be given
> during the competitive review process for projects that meet the
> requirements of the competitive priority.
>
> An invitational priority encourages applicants to address certain
> issues in their project design. However, an application that meets the
> priority receives no competitive or absolute preference over
> applications that do not meet the priority.
>
> The LSL program has established priorities in the past, however, there
> are no priorities published for the 2009 competition.

### 

### Getting Help

Most of the Department\'s application packages contain detailed
instructions on how to complete an application. However, if something is
still not clear to you after reading the instructions, you can contact
the LSL program office by email at <Irene.harwarth@ed.gov>.

### Grant Review

**Peer review is a vital part of the LSL competition. The Department
puts a great deal of time and effort into recruiting peer reviewers**
from outside the federal government who have expertise in school
libraries, reading, and school improvement to evaluate and score
applications. After the reviewers score the applications, program staff
conduct an internal review to assure that the reviewers\' scoring sheets
are correctly completed and that the application meets all the
requirements of the program. The Department may also standardize the
reviewers' scores to ensure that each proposal has received a fair and
impartial review (see **Scoring** below.) The review process is the
basis for a final listing of applicants that are considered for funding.

**Criteria**

Reviewers score each application against the selection criteria
published in the Notice Inviting Applications and included in the
application package. In reviewing applications, reviewers are not
permitted to use additional criteria or consider any information that is
not in the application.

**Scoring**

Peer reviewers assign points to applications based on a review of how
well the proposal addresses the selection criteria. Applicants may find
that the scores of the reviewers vary by more than a few points.
Department policy requires that each reviewer must provide an
independent review. This means that reviewers are not asked to form a
consensus decision. They are, however, asked to document the reasons for
their scores.

The LSL program may use a statistical program to normalize (or
standardize) reviewers\' scores. This normalization compensates for the
tendencies of some reviewers to score applications higher or lower than
other reviewers for the same group of applications. With normalized
scores, program staff are able to prepare a rank order list of
applications that negates, as much as possible, any unusual variations
in scoring.

**It should be noted that even if your proposal ranks high your
application still might not be funded because of the large number of
high quality applications that were received under the competition.**
The LSL program also has a requirement to maintain urban/rural and
geographic distribution for grants awarded.

**Timeline**

Although the time varies from program to program, it takes approximately
four to six months from the time the Department receives a new
application to the time the award is made. The Department **must
carefully follow** its own procedures, as well as requirements
established by Congress and the Office of Management and Budget (OMB),
in reviewing applications and awarding grants. We must assure that the
review and award process is fair to all applicants. As the Department
adopts new technology, we expect the time required to process
applications will be reduced.

**Peer Reviewers**

If you are interested in becoming a peer reviewer, please see the LSL
Program Web site,
[www.ed.gov/programs/lsl](http://www.ed.gov/programs/lsl) and click on
"Applicant information" and then click on "Call for Peer Reviewers."

**Program Elements and Narrative**

This part of the application is typically referred to as the Program
Narrative and is the heart of the proposal. This is where the applicant
tells the reviewer what they will do, how they will do it and what they
expect to accomplish as a result.

Many applicants divide the narrative into sections, based on the
selection criteria. This is particularly helpful to reviewers who must
use the selection criteria to evaluate the proposal.

Selection Criteria: The selection criteria for this competition are from
section 1251 of the ESEA (20 U.S.C. 6383) (referred to below as "the
statute") and 34 CFR 75.210 and are as follows:

\(a\) Meeting the purpose of the statute (10 points). How well the
proposed project addresses the intended outcome of the statute to
improve student reading skills and academic achievement by providing
students with increased access to up-to-date school library materials; a
well-equipped, technologically advanced school library media center; and
well-trained, professionally certified school library media specialists.

In addressing this criterion, applicants may want to consider including
information about proposed activities directly linked to improving
student reading achievement. Applicants may also want to consider
including a coherent plan to address the following areas outlined by the
statute:

Increasing access to up-to-date school library materials, which means
both improved collections of print and non-print materials as well as
extended hours.

A technologically advanced school library media center, which means the
most recent hardware available, as well as software linked to the
curriculum of the school and Internet links; and

Well-trained, professionally certified school library media specialists,
which means providing evidence that proposed personnel are qualified to
carry out the proposed project through providing a detailed description
of their training and certification.

\(b\) Need for school library resources (10 points). How well the
applicant demonstrates the need for school library media improvement,
based on the age and condition of school library media resources,
including: book collections; access of school library media centers to
advanced technology; and the availability of well-trained,
professionally certified school library media specialists in schools
served by the applicant.

Please note that the statute authorizing the LSL program requires a
needs assessment relating to the need for school library media
improvement, based on the age and condition of school library media
resources, including book collections, access of school library media
centers to advanced technology, and the availability of well-trained,
professionally certified school library media specialists, in schools
served by the eligible LEA.

\(c\) Use of funds (50 points). How well the applicant will use the
funds made available through the grant to carry out one or more of the
following activities that meet its demonstrated needs:

\(1\) Acquiring up-to-date school library media resources, including
books.

\(2\) Acquiring and using advanced technology, incorporated into the
curricula of the school, to develop and enhance students' skills in
retrieving and making use of information and in critical thinking.

\(3\) Facilitating Internet links and other resource-sharing networks
among schools and school library media centers, and public and academic
libraries.

\(4\) Providing professional development (as described in the notice of
final clarification of eligible local activities published April 5,
2004, in the Federal Register (69 FR 17894)), for school library media
specialists that is designed to improve literacy in grades K-3, and for
school library media specialists as described in section 1222(d)(2) of
the ESEA (20 U.S.C. 6383), and providing activities that foster
increased collaboration between school library media specialists,
teachers, and administrators.

\(5\) Providing students with access to school libraries during
non-school hours, including the hours before and after school, during
weekends, and during summer vacation periods.

In addressing this criterion, applicants may want to consider including
a detailed, comprehensive plan on the manner in which the eligible LEA
will use the funds made available through the grant to carry out the
activities described in the statute.

\(d\) Use of scientifically based research (10 points). How well the
applicant will use programs and materials that are grounded in
scientifically based research, as defined in section 9101(37) of the
ESEA (20 U.S.C. 7801(37)), in carrying out one or more of the activities
described under criterion (c).

In addressing this criterion, applicants may want to consider providing
specific examples of the research base for proposed activities.

\(e\) Broad-based involvement and coordination (10 points). How well the
applicant will extensively involve school library media specialists,
teachers, administrators, and parents in the proposed project activities
and effectively coordinate the funds and activities provided under this
program with other literacy, library, technology, and professional
development funds and activities.

Please note that the statute requires that the application include
information on how the eligible LEA will assure that school library
media specialists, teachers, administrators, and parents are included in
proposed project activities. The statute also requires that the
application discuss the manner in which the eligible LEA will work with
other literacy, library, technology, and professional development
programs already in the district funded by Federal, State, and local
funds.

\(f\) Evaluation of quality and impact (10 points). How well the
applicant will collect and analyze data on the quality and impact of the
proposed project activities, including data on the extent to which the
availability of, the access to, and the use of up-to-date school library
media resources in the elementary schools and secondary schools served
by the applicant increase and on the impact of the project on improving
the reading skills of students.

Please note that the statute requires that the applicant discuss in the
proposal the manner in which the eligible LEA will collect and analyze
data on the quality and impact of activities carried out in schools
served by this funding.

\(g\) Quality of project personnel (10 points). The quality of the
personnel who will carry out the proposed project, including the
following factors:

(1)The extent to which the applicant encourages applications for
employment from persons who are members of groups that have
traditionally been underrepresented based on race, color, national
origin, gender, age, or disability.

\(2\) The qualifications, including relevant training and experience, of
the project director or principal investigator.

In addressing this criterion, applicants may want to consider including
resumes of the proposed project director and other key personnel.

### The Application

The program elements outlined in the previous section make up just one
part of the overall application. The full application contains other
essential information, such as forms, budget information, resumes, and
certifications and assurances.

**Application for Federal Assistance--Standard Form 424**

This page identifies the applicant (LEA), project director and
authorizing official. In most cases, the authorizing official is the
District Superintendent. It also tells the Department which program
(CFDA 84.364A) you are applying for. It is very important to read the
instructions and provide all requested information in the appropriate
spaces, including email addresses. Also include the ED Supplemental
Information for SF424.

Table of Contents

The Table of Contents shows where and how the important sections of your
proposal are organized.

Abstract

The abstract should include a concise description of the project
objectives and activities, and [provide the number of schools, grade
levels, and number of students to be served]{.underline}.

Program Narrative

This up-to-15-page narrative responds to the program selection criteria
described in detail in the previous section of this Guide. Each
criterion has an assigned point value (altogether totaling 110 points),
and reviewers will be scoring each application according to all of the
criteria. Please keep your narrative concise and focused. A "page" is
8.5\" x 11\", on one side only, with 1\" margins at the top, bottom, and
both sides. All text in the narrative must be limited to 15 pages,
double-spaced, and in a 12-point font. Appendices to the narrative are
not permitted, with the exception of resumes and endnotes. None of the
material sent as appendices to the narrative, with the exception of
resumes and endnotes, will be sent to the reviewers. All charts and
tables sent as a part of the application must be included in the
narrative, will count toward the 15-page limit, and must also be
double-spaced and use a 12-point font. (Please note: The page limit is
for the narrative only and does not apply to the title page form (SF
424) and the supplement to the SF424, the one-page abstract, the budget
summary form and budget narrative, endnotes, the resumes, or the
assurances and certifications.) Instructions for attaching resumes and
endnotes can be found at the following Web site:
<http://www.grants.gov/SubmitApplication>.

Our reviewers will not read any pages of your application that\--

-   Exceed the page limit if you apply these standards; or

-   Exceed the equivalent of the page limit if you apply other
    standards.

For example, reviewers will be instructed not to read, write comments on
or provide a score on materials in the narrative past page 8 for a
proposal that is not double-spaced and past page 12 in any proposal that
uses a font smaller than 12 point.

Grants.gov allows applicants to upload the narrative as one document.

Note: Blank pages or pages with large amounts of blank space will not
count against an applicant in the page limit.

### Budget

Each applicant must provide a budget in two formats -- a Summary Budget
(Form 524) and a detailed budget justification that explains the Summary
Budget.

The budget should include costs to be supported by LSL funds. Only those
costs attributable to achieving specific project activities should be
included.

**Summary Budget -- Form 524**

The Summary Budget should clearly identify the amount requested from LSL
by category. The categories are:

**[Personnel (line 1):]{.underline}** Enter project personnel salaries
and wages only. Include fees and expenses for consultants on line 6.

**[Fringe Benefits (line 2):]{.underline}** The institution's normal
fringe benefit contribution may be charged to the program.

**[Travel (line 3):]{.underline}** Indicate the travel costs of
employees and participants only. Include travel of such persons as
consultants and trainees on line 6.

**[Equipment (line 4):]{.underline}** Indicate the cost of
non-expendable personal property that has a usefulness of greater than
one year, and acquisition cost that is the lesser of the capitalization
level established by the applicant entity for financial statement
purposes, or \$5,000 per article. Lower limits may be established to
maintain consistency with the applicant's policy.

**[Supplies (line 5):]{.underline}** Show all tangible personal property
except that included on line 4.

**[Contractual (line 6):]{.underline}** Include consultant travel costs
and fees, project evaluators, and equipment rental.

**[Construction (line 7):]{.underline}** Not applicable.

**[Other (line 8):]{.underline}** Indicate all direct costs not covered
on lines 1-6. Examples are required fees, communication costs, or
printing costs.

**[Total Direct Costs (line 9):]{.underline}** The sum of lines 1-8.

**[Indirect Costs (line 10):]{.underline}** Indicate the applicant's
approved, restricted, indirect cost rate, per sections 75.560 -- 75.580
of EDGAR. If an applicant does not have an approved indirect cost rate
agreement, then it should contact its SEA to have one calculated.

**[Training Stipends (line 11)]{.underline}**: This line is not
applicable to this program. Stipends belong under the "Other" line item.
Please note: The training stipend line item only pertains to costs
associated with long-term training programs and college or university
coursework, not workshops or short-term training supported by this
program.

**[Total Cost (line 12):]{.underline}** This should equal the sum of
lines 9-11 (total direct costs + indirect + stipends). The sum for
column one, labeled *Project Year 1 (a),* should also be equal to item
13a on the application face sheet (ED Form 424)

**Detailed Budget Narrative**

Each application must provide a Budget Narrative for requested Federal
funds. We suggest that you limit your Budget Narrative to the equivalent
of no more than 3 double-spaced pages.

The Budget Narrative for requested Federal funds should provide a
justification of how money requested per budget category is intended to
be spent. This Budget Narrative provides an opportunity for the
applicant to identify the nature and amount of the proposed
expenditures. There should be enough detail to enable reviewers and
project staff to understand [what]{.underline} funds will be used for,
[how much]{.underline} will be expended, and the relationship between
expended funds and project activities and outcomes. Applicants'
narratives should contain the following information:

**Personnel (This should match the resumes)**

-   Provide the title of each position.

-   Provide the salary for each position.

-   Provide the amount of time each person will devote to the project.

-   Explain the importance of each position to the success of the
    project.

**Fringe Benefits**

-   Give the fringe benefit percentages of all personnel in the project.

**Travel**

-   Explain the purpose of the travel and how it relates to project
    success, and which staff will participate. (Note: travel to
    professional conferences is [not]{.underline} encouraged. Grant
    funds may not be used to pay for travel to state, regional, or
    national association meetings.) Indicate the travel costs of
    employees and participants only. Applicants must set aside adequate
    funds within their proposed budget to send a project director and at
    least two individuals from each district included in the application
    to a two-day technical assistance meeting in Washington, DC, in each
    year of the project period.

**Equipment**

-   Identify each type of equipment.

-   Provide the cost per equipment item.

-   Explain the purpose of the equipment, and how it relates to project
    success.

**Supplies**

-   Identify the type of supplies by general category (e.g.
    instructional materials, office supplies, etc.)

-   Provide the purpose for purchasing the supplies.

**Contractual**

-   Provide the purpose and relation to project success.

-   Identify the name(s) of the contracting party, including
    consultants, if available.

-   Provide the cost per contractor.

-   Provide the amount of time that the project will be working with the
    contractor(s).

**Construction**

No costs allowed.

**Other Direct Costs**

-   Identify each type of cost in the *Other* category (e.g.,
    communications, printing, postage).

-   Provide the cost per item (e.g., printing = \$500, postage = \$750).

-   Provide the purpose for the expenditures and relation to project
    success.

**Total Direct Costs**

The amount that is the sum of expenditures, per budget category, of
lines 1-8.

**Indirect Costs**

See previous reference to Indirect Costs.

**Assembling the Application**

Many applicants find that the last step of preparing the application --
assembling all of the pieces -- is one of the most difficult aspects of
applying for a grant. To help ease that last step, the following list
includes the different pieces of the Improving Literacy Through School
Libraries application. An application should include the following
materials organized in the order listed:

### 

Contents of the Application

1.  Application for Federal Assistance--Standard Form 424 (SF424) and
    the supplement to the SF 424. This page identifies the applicant
    (LEA), project director and authorizing official. In most cases, the
    authorizing official is the District Superintendent. It also tells
    the Department which program (CFDA 84.364A) you are applying for. It
    is very important to read the instructions and provide all requested
    information in the appropriate spaces, including email addresses.

2.  Table of Contents. The Table of Contents shows where and how the
    important sections of your proposal are organized.

3.  Abstract. The abstract should include a concise description of the
    project objectives and activities, and [provide the number of
    schools, grade levels, and number of students to be
    served]{.underline}. Attach the abstract to the ED Abstract form
    found in the application package downloaded from Grants.gov.

4.  Program Narrative. This up-to-15-page narrative responds to the
    program selection criteria found earlier in this document and in the
    Notice Inviting Applications. Each criterion has an assigned point
    value (altogether totaling 110 points), and reviewers will be
    scoring each application according to all of the criteria. Please
    keep your narrative concise and focused. Attach the Program
    Narrative to the Project Narrative Attachment Form found in the
    application package downloaded from Grants.gov.

    -   A "page" is 8.5\" x 11\", on one side only, with 1\" margins at
        the top, bottom, and both sides.

    -   All text in the narrative must be limited to 15 pages,
        double-spaced, and in a 12-point font.

    -   Appendices to the narrative are not permitted, with the
        exception of resumes and endnotes. None of the material sent as
        appendices to the narrative, with the exception of resumes and
        endnotes, will be sent to the reviewers.

    -   All charts and tables sent as a part of the application must be
        included in the narrative, will count toward the 15-page limit,
        and must also be double-spaced and use a 12-point font.

    -   The page limit does not apply to the title page form (SF 424),
        the ED Supplement to the SF 424 form, the one-page abstract, the
        budget summary form and budget narrative, endnotes, the resumes,
        or the assurances and certifications. Endnotes and resumes can
        be attached to the Other Attachments Form found in the
        application package downloaded from Grants.gov.

    -   Our reviewers will not read any pages of your application
        that\--

> Exceed the page limit if you apply these standards; or
>
> Exceed the equivalent of the page limit if you apply other standards.
> For example, reviewers will be instructed not to read, write comments
> on or provide a score on materials in the narrative past page 8 for a
> proposal that is not double spaced and past page 12 in any proposal
> that uses a font smaller than 12 point.

5.  Budget (ED Form 524) and Budget Narrative. Use the enclosed ED Form
    524 (Budget Information, Non-Construction Programs, Section A) to
    provide a complete budget summary for the 12 months of the project.

6.  Individual Resumes for Project Directors & Key Personnel. Provide
    brief resumes (up to 3 pages each) that include relevant
    qualifications for contributions to the achievement of project
    goals. Attach to the Other Attachments Form.

7.  Statement of Equitable Access\--General Education Provisions Act
    (GEPA) 427. Attach this statement to the ED GEPA 427 form. GEPA
    section 427 requires applicants to include in their proposal a
    succinct description of the steps the applicant proposes to take to
    ensure equitable access to, and participation in, its federally
    assisted program for students, teachers, and others with special
    needs. GEPA 427 highlights six types of barriers that can impede
    equitable access or participation: gender, race, national origin,
    color, disability, or age. Based on local circumstances, you can
    determine whether these or other barriers may prevent students,
    teachers, and others from such access or participation. Your
    description need not be lengthy. However, you must identify barriers
    to access or participation and provide a clear and succinct
    description of how you plan to address those barriers that are
    applicable to your circumstances. This information should be
    provided in a statement separate from the program narrative. GEPA
    section 427 is not intended to duplicate the requirements of the
    civil rights statutes, but rather to ensure that, in designing their
    projects, applicants for federal funds address equity concerns that
    may affect the ability of certain potential beneficiaries to fully
    participate in the project and to achieve high standards. An
    applicant may use the federal funds awarded to it to eliminate
    barriers it identifies.

8.  Assurances and Certifications. Note: Standard Form 424B, Grants.gov
    Lobbying form (formerly the ED 80-0013 form), and ED Form 80-0014
    must include the name of the person authorized to sign for the
    institution, and must be included in the application package.
    Applicants are only required to send original signatures on the
    forms if they receive an exception from applying electronically.
    Grants.gov is considered secure, original signatures are not
    required on forms included in applications submitted through
    Grants.gov.

-   Certifications Regarding Lobbying (Grants.gov Lobbying form,

> formerly the ED 80-0013 form)

-   Disclosure of Lobbying Activities (SF LLL Form)

-   Assurances -- Non-Construction Programs (SF 424B Form)

**Application Checklist**

The forms listed below must be submitted with your application.

-   Standard Form 424 and ED Supplement to the SF 424

-   Budget (SF 524)

-   ED GEPA 427 Form (Note: the ED GEPA 427 Form is only on Grants.gov.
    If an applicant is exempt from electronic filing, attach a GEPA
    statement. No form is required.)

-   Certifications

-   Assurances

For information on how to apply electronically, or visit the official
Grants.gov Web site: [www.grants.gov](http://www.grants.gov/)

If you receive a waiver and will file your application in hard copy you
must do the following:

-   Send in one unstapled, loose-leafed original \[with original
    signature(s) of authorizing official(s)\] plus at least two copies
    of the entire application.

-   We ask applicants to voluntarily submit three additional copies of
    the application to expedite the peer review process.

Do not place the original or copies in binders or notebooks.

**Delivering the Application**

The **Notice Inviting Applications** tells you when the application is
due to the Department and includes specific information on where the
package is to be mailed. Those directions should be followed explicitly.
The Notice Inviting Applications and the full application package can be
found on the program Web site
[www.ed.gov/programs/lsl](http://www.ed.gov/programs/lsl) under
"Applicant Info."

Please note the following if you are granted an exception to the
electronic application: All of the first-class and Priority mail sent to
the Department of Education is put through an irradiation process, which
results in lengthy delays in mail delivery. Please consider using
commercial delivery services. Applications cannot be accepted by fax or
e-mail.

##### Becoming A Peer Reviewer

One of the best ways to improve your proposal writing skills is to
become a peer reviewer. Many former peer reviewers have told us that it
helps them understand how proposals are evaluated, identify common
pitfalls, and generally improve their proposals.

We are currently recruiting peer reviewers for the 2009 grant cycle. We
are seeking school library media specialists, instructional specialists,
and school reform experts. If you are interested, e-mail your resume to
Irene Harwarth at Irene.harwarth@ed.gov.

##### Further Information

If you need further information about the Improving Literacy through
School Libraries program, contact:

Website: [www.ed.gov/programs/lsl/](http://www.ed.gov/programs/lsl/)

Staff: Irene Harwarth

<Irene.harwarth@ed.gov>