Field Guide for Administering Library Services and Technology Act Grants

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MONITORING Purpose The Division of Library and Information Services is required to ensure that the agencies to which it awards LSTA funds administer them as proposed and in accordance with applicable law and rules. Monitoring visits provide the opportunity for Division staff to assist agencies in administering grants. The purpose of the monitoring visit is to: Provide assistance in project implementation. Verify that projects are being implemented as proposed. Identify and assist in correcting problems in a timely manner. The grant proposal and any project revisions provide the basis for the monitoring process. The project is expected to closely follow the proposal and any subsequently approved project revisions. Process Typically, a project will be monitored by Division staff either at the project site or by telephone. The type of monitoring chosen is dependent on a number of factors such as size of the grant award, maturity and complexity of the project. Before the project is monitored, Division staff will contact the library/agency director to set a mutually convenient date for the visit or telephone call. Prior to the visit or call, a letter confirming the visit or call, along with other information about monitoring, will be sent. During the visit, Division staff will observe project operation, examine related documents, and meet with project staff to gather information about the project. After the visit, Division staff will prepare a written report. Copies of the report are sent to the library, the State and Federal Grants Office, and to any others as requested or required.