OLIS LORI Grants Frequently Asked Questions

Learning Grants are a part of OLIS’ Library of Rhode Island Grant program. This FAQ supplements the Definitions of Terms which is included at the end of the Learning Grant Application. Refer to the Definitions of Terms for information on the meaning of terms.

Number of Learning Grants Applications Allowable

How many Learning Grant applications can a library or library system submit?

• OLIS will accept only one Summer Learning Grant application from each public library or library system.
• Two independent libraries in the same town may each apply for individual grants in amounts up to $2,000.
• Two independent libraries may work together to submit a joint application for a combined grant for an amount of up to $3,000. The libraries will share the funding but only one library will be the fiscal agent (i.e., one library will accept and manage the funds). For joint applications, indicate which library will be the fiscal agent on the cover sheet.

DUNS Numbers

On the grant application cover sheet, there is a field to complete with the library’s DUNS number. How does a library find its DUNS Number?

• Look up a library’s DUNS number online.
• In the field “Search For”, select “My Company” from the drop down. Complete all information. If the library’s name and address don’t return the DUNS, try using the library’s main telephone number in the search.
• Select “Email D-U-N-S® Number” and the number will be sent to you.

What if the library doesn’t have a DUNS number?

• A library can get a D-U-N-S® Number by applying for one online at Get a Dun & Bradstreet DUNS Number. There is no fee.
• In the field “Primary Reason for DUNS Number Registration”, select “I am a U.S. Government Contractor or Grantee.”
• Select United States of America on the next screen.
• Complete the name, address and phone number for the library and submit.

What is a DUNS Number?

• D&B’s Data Universal Numbering System, commonly known as the DUNS Number, is a unique global business identification system that identifies, validates, and links to more than 300 million businesses (including libraries) worldwide. The DUNS Number is a nine-digit non-indicative numbering sequence and is assigned at the lowest organizational level, i.e., business (library) locations with a unique, separate, and distinct operation. The DUNS Number is assigned to all types of organizations including sole proprietorships, corporations, partnerships, non-profits, and government entities. More information is on the Dun & Bradstreet website.
• The DUNS Number can help potential partners and grantors learn more about the library and may also help them make more informed decisions about whether to work with the library as a client or partner. 

Partnerships

Is the library required to have a partner organization?

• No, a partner is not required. If the library does have a non-library partner, the library is still the sole applicant for a grant and should complete and submit the partner form with the application.

What should the library do if it determines that a project partner would be optimal?

• The library and partner organization should discuss the project and each other’s responsibilities prior to completing the application. The library should reach an agreement with the partner organization about what both the library and the partner will contribute toward the project. It’s even better if you have a simple written agreement (Memorandum of Understanding or even just an email), in which the library and the partner both agree to work together and the responsibilities of each entity are clearly delineated.

If an organization gives money toward the project but doesn’t otherwise participate, is it a partner?

• No, a partner brings more than money to a project, it brings community connections, materials, staffing, training, transportation for participants, etc. If an organization or person gives funding only, they are donors or grantors.
• Funds are an important contribution to a project, however, and the donor/grantor should be acknowledged in any announcements of grant awards and any promotion of the project. The library may also include these funds as a fiscal match in the application.
• Libraries applying for Learning Grants from OLIS are not required to have partners.

Is a paid vendor doing work for the project a partner?

• No, a paid vendor is not a partner. A vendor provides services or supplies for a fee.

Budgets

Can the library apply for a grant with a budget in an amount less than $2,000?

• Yes, libraries can apply for amounts less than $2,000. However, grant applications requesting amounts of $1,000or higher are strongly encouraged.

How can the library be sure the budget is enough to run the project?

• Create a list of everything that the library will need to carry out the project. Before completing the budget, identify suppliers and the cost of every item the library plans to pay for with grant funds. When selecting suppliers for materials/supplies, make sure the materials/supplies will be available when it’s time to order them. In some cases, the library may want to have a backup supplier.
• If the library plans to pay a consultant (educator, STEM teacher, etc.), verify that the consultant will be available to do the work in the grant period and agree on the amount of their fee(s) before completing the budget.

Can grant funds be used to pay library staff?

• Funds may not be used to pay current library staff.  The project should be executable as part of a staff member’s ongoing responsibilities; this is the library’s contribution to the project.  In planning your project, make sure that staff have enough time to execute the project along with their regular duties.  The most successful projects will integrate with and complement ongoing work at the library.

Spending Grant Funds

If the library receives a grant, what if the requested supplies/materials (supplies) the library wants to purchase end up costing more, or less, than budgeted for?

• If supplies are less than what was budgeted, contact OLIS right away to discuss purchasing additional supplies or adjusting the budget.
• If supplies are more than what was budgeted, contact OLIS right away to discuss how you can adapt the project to stay within budget.  Alternatively, find supplemental funding to cover the additional costs.

What if the supplies the library planned to purchase are back-ordered or do not arrive in time to begin project activities?

• If the supplies are back-ordered, seek another source for the same supplies. If there is no other source, see if there are comparable alternatives that can be delivered in time for the project to commence on schedule.
• If the supplies from the only source for the supplies are back-ordered, ask for a written confirmation of when they will be delivered to the library. Inform OLIS right away about the situation, and to discuss other options.

The library purchased everything that it said it would, but because of prices changes or other unforeseen factors there are funds remaining in the grant award. What should be done?

• Review the grant supplies and determine if it would be beneficial to order additional supplies. For example, the library purchased 3-D printer supplies, but additional amounts would enable more participants. Then contact OLIS to ask if the library can proceed with buying extras supplies. You can follow similar lines if you have enough remaining funds to add an educator.

What if it’s close to the end of the grant project and the library has not spent all the grant money?

• Contact OLIS no less than 15 business days before the end of the project to discuss how the library can either expend the remaining funds or reduce the grant award to release the funds.

Payments

What if the library submitted a Request for Payment to OLIS and hasn’t received its money?

• It usually takes up to 30 calendar days from the date the library enters on the Request for Payment for grant funds to be disbursed. If the library does not receive grant funds within 30 days from the date of the request, contact Jeremy.Cutler@olis.ri.gov immediately so OLIS can track the payment.  Payments must be entered into the state financial system and processed by another department, so the process of paying out grant funds takes time.  Please plan accordingly to ensure you have funds when you need them, and do not hesitate to contact OLIS if you have not received your funds in a timely manner.
• If payments are made directly to your municipality, first check with the municipal finance office to see if the funds were received.

Communicating About the Grant Project

When a library receives a grant, how should it communicate the news about the award and promote the project?

• OLIS provides a LORI Grantee Communications Kit that should be used for all LORI grants including Summer Learning Grants. Please review the information in the kit carefully and use all appropriate credit lines.

Project Staff Changes

What should the library do if there is a change in project staff after the grant was awarded?

• If others on staff can effectively take on the responsibility of that person, the project can go forward. If the Project Director changes, notify OLIS right away so that we can update contact information for the project.