| New York State Library |
Goals
Tech Atlas & ALA-FSU Surveys
Allocation Charts
Matching Funds
Purchasing Computers
Library Systems
Advocacy Workshops
Contacts
The Opportunity Online Hardware Grant is designed to ensure free, high-quality public computing access for people in high need communities. Additionally, by helping libraries develop the skills and approaches needed to sustain high-quality technology services, this grant will help libraries create a relationship with their communities to develop a long-term capacity to support free public access computing for their patrons.
Participating libraries will be eligible for:
TechAtlas inventory deadline: December 1, 2008
Inventory Instructions ( .PDF)
Inventory Webinar Schedule
Libraries were asked to use TechAtlas, which is a collection of free, web-based technology planning tools for libraries. TechAtlas is designed to help libraries build a comprehensive technology plan, but can also be customized or used piecemeal to support specific library technology analysis. In this case, libraries were asked to inventory their public access computers by the Gates deadline of May 11, 2007 and will be asked to repeat the process in 2008 and 2009.
TechAtlas has many features that libraries may find valuable in meeting the grant goal of improving and sustaining public access computers. In addition to the inventory tool, the following resources are part of TechAtlas:
The inventory that was completed for the May 11, 2007, deadline is considered
a baseline inventory. Libraries will not have to do a complete inventory again.
However, they are expected to maintain the accuracy of this inventory by deleting
computers no longer in use, indicating changes in computer function by selecting
or de-selecting the PAC checkbox and by adding newly acquired computers to
the inventory.
After the installation of the phase/year 1 Opportunity Online computers, libraries
need to verify the accuracy of the inventory and submit it by December
1, 2008. Completing this second Tech Atlas survey will confirm that
participating libraries have installed their Phase 1 computers and, for those
libraries participating in Phase 2, will maintain their eligibility to receive
Phase 2 funds. Libraries
will also be asked to run TechAtlas after they have installed their computers
funded through Phase 2.
By December 1, 2008, libraries in the grant will need to update the Tech Atlas inventory. The instructions for this are in the Update Inventory Guide, in .PDF format.
TechAtlas is offering Webinars (web-based instruction) about the TechAtlas inventory. The schedule is as follows:
2:00 - 3:00 PM ET |
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3:00 - 4:00 PM ET |
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11:30 AM - 12:30 PM ET |
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1:00 - 2:00 PM ET |
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1:00 - 2:00 PM ET |
The two factors were: a poverty eligibility criteria based on the number of low-income patrons that a library serves (a minimum of 10% or 3,000 people); and a vulnerability criteria based on a Gates Foundation-defined level of service determined by the number of up-to-date public access computers provided in a library relative to the number of persons in poverty in the library’s service area. Free and reduced lunch rates (used by school districts) were not used.
It is an internet funding survey developed by Florida State University (FSU) in partnership with the American Library Association (ALA) and is required to be taken three times during the grant period, according to dates determined by the Gates Foundation, from September through December in 2007, 2008, and 2009. The 2008 ALA-FSU survey will arrive in libraries in early September 2008. The completed survey will be due on or before November 7, 2008.
The URL for the ALA-FSU survey is http://opportunity.pnmi.com - New!
ALL Gates libraries need to complete the online version of the survey.
The information on the allocation
charts is as follows:
Columns 1-3: Name of awarded library and contact information.
The contact information came from the library’s TechAtlas account.
Columns 4 & 5: Total number of computers awarded to
the library (4) and the dollar value of these computers (5). Yes, there is
a difference in the value of the computers. A single computer grant is deemed
to have a value per computer of $3850, while grants for two or more computers
are valued at $2600 apiece. That is a Gates designation.
Column 6: Total value of the computers granted in year/phase
1. (Remember - this is a multiple year grant). The length of each phase will
be based on a timeline that may actually be longer or shorter than a calendar
year. During the first year/phase, half of the total computers are awarded.
When an odd numbers of computers have been granted, the first year/phase
is weighted with the greatest number of computers: ie. in the case of 3 computers,
2 are awarded in year/phase 1 and 1 in year 2, etc.
Column 7: The match the library must secure. The match is
25% of the total value of the computers granted in year/phase 1. Libraries
will need to certify the availability of these funds that will be used as
partial payment for their new public access computers.
Column 8: This column, titled grant amount, is the actual
grant funds the library will receive in year one. It was calculated by subtracting
the match the library must make from the total year 1 value.
Columns 9-11: The value, match and grant amount information
are repeated here- this time for the second year/phase of the grant. Remember
- the match for year/phase 2 is 50%.
Column 12: The last column, labeled "Total Grant," is
the total amount the library will receive during the entire grant period
You may draw matching funds from your existing technology budget, from monies received from the NY State Library as long as the state funds were earmarked for something technology related or from community resources. It is hoped that libraries will use this grant and the tools associated with it to develop community resources. The Opportunity Online Hardware grants are designed to help libraries sustain their technology services and strengthen their capacity to conduct advocacy and secure local funding for public access computing. These grants provide an incentive for libraries to engage the community to raise funds and to communicate the value of technology in libraries. Federal LSTA funds may NOT be used.
The Gates foundation will accept matching funds from the following
categories:
1) Government Funding; 2) Foundation or Corporate Giving; 3)
Other sources (includes Friends group, trust funds or endowment, book
sales, patron donations etc.)
Each participating library will have to provide written documentation of their matches on a form provided by the State Library. Acceptable documentation includes a council or library board resolution committing funds, a Memorandum of Understanding (MOU) from the appropriate official overseeing the library budget, or letter of commitment from a non-governmental resource such as a community foundation, corporate partner, friends group, or other foundation.
The objective of the Opportunity Online Hardware Grant Program is to help increase funding for technology services in public libraries. Funding that is currently committed in a local city/town/state budget to a public library may not be shifted to other local government services if an Opportunity Online Hardware Grant is received. In addition, funds to support technology within a public library budget may not be transferred to other local services or library budget line items in anticipation of an Opportunity Online Hardware Grant. For example, a town cannot shift its funding for public computers in libraries to the parks department, knowing that the Gates Foundation will be giving the library a grant. Similarly, an individual library cannot shift money originally designated for technology to support collections. Supplanting of funds will make participating libraries ineligible for the program.
A public access computer is a computer available to the public that provides software applications and/or Internet access. Therefore, computers that solely support library catalogs or are only used by library staff are not considered public access computers.
The Gates Foundation established two monetary values for computers: a value of $3850 for libraries receiving only one computer and a value of $2600 per computer for libraries receiving two or more computers. This value was determined by Gates. In addition to purchasing computers, libraries can use some of these funds to purchase printers, peripherals, and the training and tech support needed to keep the computers in good working order.
If a library’s buying power enables it to secure a better price per computer than is allowed through this grant, additional computers may be purchased. All the computers purchased are to be used as public access computers. However, even though a library may be able to purchase hardware at a better price, the match amount MUST be based on the $2650 or $3850 figures, not on how much the computer actually costs.
A library may purchase any type of computer or combination of computers that meets its needs. Technology that supports the library’s public hardware infrastructure, such as a server or other network-related item, is an acceptable expenditure. If space considerations are a factor, it is recommended that a library consider purchasing laptops in the place of desktops. Purchasing wireless cards for these laptop computers plus purchasing and installing a wireless hub is allowed.
If a library has remaining funds after purchasing a computer, software and, if necessary, a printer, then other peripherals can be purchased using grant funds so long as they are related to hardware and not connectivity. While an exhaustive list is not possible, some common items that may be purchased with these funds include wiring, software, toner, scanners, special keyboards etc. However, this grant does stress the importance of allocating sufficient funds for training and tech support, before purchasing additional peripherals.
The overarching guideline for additional purchases is: "Does this peripheral directly support the provision of useful public access computing in my community?"
Yes, grant funds can be used for this purpose. If the library system is coordinating the purchasing, installation, and technical support for its member libraries, the system can include a reasonable charge for this service in the basic cost of the hardware.
No. Grant funds are intended for the life cycle of the new computers only and do not cover expenses for computers purchased previously.
Libraries should solicit input from their Library Systems before committing to hardware and software purchases. Additionally, libraries are encouraged to utilize resources such as Compu-Mentor or TechSoup to better understand current standards and recommended minimum specifications. TechSoup both provides suggestions and offers substantially reduced prices on many products.
Replacing or upgrading staff-only computers or infrastructure
is not an appropriate use of funds. Funds cannot be used for connectivity upgrades,
ongoing connectivity costs, or non-hardware related items such as MP3 players.
Purchasing fees to connect to cable services are not allowed, nor can webcams
and microphones be purchased.
Libraries can only purchase peripherals for the new computers. For example,
larger computer monitors for older computers is not an allowable purchase.
Yes, grant funds are able to be used for that purpose. Overall, when the Gates Foundation determined the cost/workstation, that figure included not only the cost of the computer, but also software and licenses.
Technical support and maintenance money can be apportioned over the expected useful life of the computer, which, according to the Gates foundation, is approximately four years.
A library can choose to accept fewer computers than it was granted. There was a deadline by which a library needed to commit to the number of computers for which it will secure matching funds (December 15, 2007). These computers were divided between Phase/Year 1 and Phase/Year 2 of this grant. It is expected that libraries thought carefully about this commitment, since it cannot be modified after this deadline.
The Gates Foundation identified a list of libraries as alternates. While these libraries obviously demonstrated need, it was not as great a need as some other libraries demonstrated. When a library chose to accept only a portion of its Opportunity Online Award, the unallocated computers were offered to an alternate. However, shifting of computers to alternate libraries only occurred before the commitment deadline (December 15, 2007.) If, later on in the program, a library does not meet grant requirements, computers will not be shifted from that library to another library. Those funds will be returned to the Gates Foundation through the New York State Library.
In order to participate in Year/Phase 2 of the grant, each library must raise the match and install the number of computers they committed to in Phase 1.
The alternate libraries will follow the same disbursement of computers/funds as the originally eligible libraries. For instance, if an alternate library receives 4 computers, they should receive two in Phase/Year 1 and raise 25% of the foundation-determined value of those two computers and two computers in Phase/Year 2 and raise a match for 50% of the Gates Foundation-determined value of those two computers.
Primarily, the Library systems will be responsible for the distribution of allocated funds to the participating libraries. The systems will keep their member libraries' Match Verification Forms (Phase 1 & Phase 2) on file. They may also provide technical assistance with regard to computer selection, installation and the Tech-Atlas inventory tool. [Read More]
Library systems may also elect to participate in hosting an online training event to support the advocacy workshop component of the grant. A $1,000 allotment will be provided to systems wanting to exercise this option.
Yes, grant funds can be used for this purpose. If the library system is coordinating the purchasing, installation, and technical support for its member libraries, the system can include a reasonable charge for this service in the basic cost of the hardware.
The term advocacy encompasses the following activities that are considered essential to increasing support for public libraries:
The Advocacy training is titled Turning the Page: Building Your Library Community.
Two sessions have been scheduled to accommodate library representatives in the week of April 6 at the Sagamore Hotel on Lake George. The first session will start with an optional reception Sunday evening, April 6th and will begin on April 7th and continue through Tuesday afternoon. The second session will start with an optional reception on Wednesday evening, April 9th, with training to begin on Thursday, April 9th and continuing through Friday afternoon. A library may choose to attend either session. PLA will coordinate the registration and the training for this event. All registration, travel, and lodging will be covered as part of the Opportunity Online Grant.
In order to receive Opportunity Online Hardware Grant money, it is mandatory that each grant-eligible library have one staff member complete advocacy training. Each eligible library can send up to three participants including library directors and staff, to the in-person training. If a library chooses to send (3) attendees, at least one attendee must be an external supporter, not library staff (e.g., a Trustee, Friend or Community Leader).
The in-person training is strongly recommended for all participating libraries, but those who are unable to attend in-person can choose to complete their training online. This online training will take approximately 4 hours to complete. The online training will be available soon after the April symposia.
What are the details of the online training ?
One of the grant requirements is completing advocacy training. If a staff member of a library was unable to attend the training event at the Sagamore, completion of the online version of the training by a library staff member will fulfill this requirement. This online advocacy training, titled “Turning the Page: Building Your Library Community,” is now available and should take between four and five hours to complete. Trustees and library supporters are also invited to complete this training, but the minimum requirement is that one staff member complete this training by July 15, 2008.
How is the online training accessed?
Each person interested in participating in the training can use the same instructions provided below to access the program.
PLA, who designed this training, recommends that registrants take the site tutorial first. After registering, select the "Tour This Site!" button to begin the tutorial.
To ensure an optimal experience using Turning the Page Online, PLA also recommends that the computer meet the following specifications:
Most of these are standard settings. However, if there are any questions regarding these specifications, your library system should be contacted.
Will there be any follow-up to the Advocacy training?
For both in-person and online training participants, an online community will be developed to provide a virtual space for grantees to collaborate, share best practices and continue their learning over the course of the grant. Details of this will be provided to all training participants.
When attendees register online they will receive information on how to arrange air travel through a PLA travel agent at no up-front cost. Travel from the Albany Airport to the Sagamore training site will also be arranged by the PLA. Car rental is an allowed expense, but there must be at least 2 attendees in the car. If participants choose to use their own car, mileage will be reimbursed at the federal rate of $0.505 per mile. Reimbursement for these and other expenses will be made as quickly as possible. The appropriate forms will be available at the event and online and will be processed by the PLA Accounting office, which will mail a reimbursement check directly to each participant.
With the exception of Nassau, Westchester, Onondaga County, and Nioga
library systems, all library systems in New York State are assisting their
member libraries' participation in this grant. They should be your first
resource for information. Mary Ann Stiefvater, who is assisting Linda Todd
(New York State Library) as grant coordinator, is working directly with
all the library systems, with the Nassau, Westchester and Nioga participating
libraries and all other libraries as necessary. Complete contact information
for both Linda and Mary Ann is as follows:
Mary
Linda Todd
Library Development Specialist
Division of Library Development
New York State Education Department
Cultural Education Center 10B41
Albany, New York 12230
Phone: 518-486-4858 vm; /518-474-7890
Fax: 518-486-5254
mtodd@mail.nysed.gov
Mary
Ann Stiefvater
New York State Coordinator
Gates Foundation
Opportunity Online Grant Initiative
Cell phone: 315-794-5122
stiefvaterdist@hotmail.com
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