State Grants to Libraries Reporting Q&A

Q: How do I access the final report?

A: The report can be accessed and completed online via GAINS (Grants Administration Implementation and Navigation System).

Q: When is the report due:

A: The report must be completed in GAINS by July 31, 2025.

Q: What it is the purpose of the final report?

A: The report provides information about the purchases made with grant funds and the benefits of the grant to the library/community. The information is then compiled and used to demonstrate the grant's impact. A completed report is required to be eligible for future funding.

Q: Do I need to report on the number of books, e-books, databases purchased?

A: No, quantity of items purchased is no longer required. Only the amount paid for format.

Q: I purchased Wonderbooks/Vox Books/print books with a ready-to-play audiobook inside. Should they be reported as Print, Audio, or Other?

A: Report these mixed-media items in the "Other" category and then add a description in the provided area. 

Q: Do I report Tumblebooks as e-books or as a database?

A: A database. Overdrive is another example that would be reported as a database.

Q: How should Launchpads (pre-loaded tablets) be reported?

A: Please report Launchpads, tablets pre-loaded with learning apps and videos, as Technology.

Q: I purchased a book and received an e-book of the same title as part of the purchase price, how should that be reported?

A: Report the amount paid in one category only. 

Q: What types of stories or data are you looking for in the benefits of funding question?

A: Examples of impact/benefit of funding are:

• Circulation of children's books increased x% from 2022-2023
• Average publication date of juvenile non-fiction titles went from 2000 to 2015
• With the new books we purchased for the summer learning theme, we saw participation rise from 250 to 340 children
• We were able to get more books in Spanish / more books aligned with the common core standards / more books that patrons or students requested
• This funding allowed us to start a circulating backpack program / start offering e-books / start offering a database
• A member of the community noted to staff that with all the new titles he comes in more often and recommends the library to his friends
• With all the new YA book series available a formerly reluctant reader has become a library regular and has started requested new books for the library to purchase

Q: How much information should I list about particular staff members or patrons when entering anecdotal stories or examples of the impact of funds?

A: When entering in examples, do not use the people's common/actual names so that there are not concerns about personally identifiable information (PII).

Q: Do I need to submit any supporting documentation of my purchases along with my final report?

A: While you should keep the receipts/documentation at your library for your records, it is not to be submitted for the final report.

Q: How long should I keep any supporting documentation of my grant-funded purchases?

A: Supporting documentation should be retained for 3 (three) years after the completion of the grant cycle.

Please contact Melissa Carlson or 720-737-1829 with any questions.

State Grants Home

Updated 8/5/2024