What to Expect

Where do I start?

Start with a phone call

The foundation has hosted outreach events with eligible libraries all around the state. We asked everyone ‘what stops you from submitting an application’. We heard that time is frequently the primary obstacle but we also heard from potential applicants that they are intimidated by the application process and hesitant to call us for guidance.

Tell us about your plans

Perhaps the best way we can help you is by reaching out to discuss your grant idea early in the process. Help us to understand how this will make an impact in your library and your community. We may offer valuable suggestions; we may tell you to think bigger or we may save you a lot of time by explaining that your project falls outside of our giving guidelines.

Use our online application

Our website contains a short tutorial if you would like some instruction to de-mystify the process. If your request requires you to provide vendor quotes, you will need to be able to upload documents from your computer. These quotes can be PDFs or Word docs. Screenshots are not a substitute.

Once you submit your completed application, the system will send you an automated message that your submission was successful.

The decision timeline

If staff members at the foundation have questions or need more information from an applicant, we will reach out before, and sometimes after, the grant deadline. We may also use a feature in the application software to make suggestions for further editing after it has been submitted. All of this will be done prior to any formal grant review.

All library grant applications are first reviewed by our grant review committee. This committee includes a team of experienced librarians who are also successful grantees appointed by the Texas Library Association. They make recommendations to our board of directors who make the final decisions.

Grant decisions for our January grant cycle are usually released in mid-late March and grant decisions for our June cycle are usually released in mid-late August.

Applications for digitization and automation projects are reviewed soon after they are submitted.

Inevitably some grants will be declined. Notification of a decline will arrive in a letter with feedback as to why it was declined.

Many grants are approved. Notification of an approval will start with an email followed by an envelope containing a grant contract and further instructions.

Communicate. Communicate. Communicate.

The more we engage with each other, the more we learn about your vision and the more that helps us to be a strong partner.

Our mission is to support rural libraries and the communities that they serve. Your successful grant project helps us to accomplish our goal.

Approved grants

Were you approved?

Congratulations!

Once you return the signed contract you can start your project.

What about the money?

Release of funds will depend upon the type of project you are executing. For smaller projects like collection development, the funds are released upon receipt of the contract. For larger projects like furniture and shelving, funds are released upon receipt of all ordered items and a vendor invoice.

Martindale Public Library | Martindale, TX

Need to make changes?

Changes to your project may need approval by the foundation before proceeding. If at any point you run into issues, problems, vendor trouble, etc., we urge you to call us. The more we know, the more we can help to insure that your grant project is a successful one.

Is there a deadline to complete my project?

Most projects are completed within twelve months of grant notification. With the exception of digitization projects, the final step is the submission of the final report. This report is due at that time. Once we have acknowledged receipt of your report, you are eligible to apply for another grant.

What if we haven’t concluded the project yet?

We recognize that some projects encounter unexpected delays. Keep us updated on the status of your project and file a progress report at the one year mark.

Cuero Public Library | Cuero, TX

Communicate. Communicate. Communicate.

The more we engage with each other, the more we learn about your vision and the more that helps us to be a strong partner.

Our mission is to support rural libraries and the communities that they serve. Your successful grant project helps us to accomplish our goal.