Scholarship & Grant Policy Guidelines

Funding Guidelines

‍Scholarships will be awarded throughout the fiscal year and are designated for individual professional development. 

1. The Scholarship Application is available here - Apply for a Scholarship.
2. Scholarship applications must be submitted at least 30 days before the training and by the 15th of the month prior to when funding is needed.
3. Applications will be reviewed by the CMLE grant committee members after the 15th of each month and notification of approval of funding will be sent to applicants via email no later than the 2nd week of the following month.
4. Individual scholarships may be awarded up to $1,000 for in-state or regional events (IA, WI, Dakotas).
5. Individual scholarships may be awarded up to $2,000 for out of region or national events (anything out of MN, IA, WI, Dakotas)
6. Individuals may only receive one scholarship per fiscal year (July 1 - June 30) and funding will be distributed in the order it was received with preference given to new applicants.
7. Approved scholarship recipients will be required to submit: Request for Reimbursement; all paid receipts (credit card receipts are not sufficient, unless they specifically detail the items purchased); online Scholarship Report (shared with CMLE Governing Board); copy of Thank You Letter to Minnesota House/Senate Legislators representing the library area; when possible credit CMLE in programs and/or materials. (See sample letter format to legislator here.)
8. Request for Reimbursement form, paid receipts and scholarship report will be submitted to CMLE within 30 days of completion of the scholarship activity or by June 30th, whichever comes first.  Reimbursement will not be processed by CMLE until all documents have been received.
9. All grant reimbursements will be sent to the Grantee’s Organization, not to an individual, for submitted receipts

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Scholarship Eligible Expenses:

• Event Registration Fees
• Event Lodging will be considered - specify need in your budget 
• Mileage/transportation (Mileage is for the use of a personal vehicle - only one person in a vehicle may request mileage reimbursement; reimbursed at the current IRS rate)

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Scholarship Ineligible Expense:

• Dues to professional associations or other organizations
• Tuition fees for ongoing library certification/degree program
• Registration, lodging or meals for a companion and/or colleague
• Expenses not pre-approved on the application

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Grants will be awarded three (3) times per year.

1. Deadlines for grant proposals are: August 15th, December 15th, March 15th. Selected grant recipients will receive funds via reimbursement of approved, incurred expenses.
2. The Grant Application is available here - Apply for a Grant.‍
3. Applications will be reviewed by the CMLE grant committee members and notification of approval of funding will be sent via email.
4. Applicants may only receive one grant per fiscal year (July 1 - June 30). Funding will be distributed in the order it was received with preference given to new applicants.
5. Approved grant recipients will be required to submit: Request for Reimbursement; all paid receipts (credit card receipts are not sufficient, unless they specifically detail the items purchased); online Grant Report (shared with CMLE Governing Board); copy of Thank You Letter to Minnesota House/Senate Legislators representing the library area. (See sample letter format to legislator here.)
6. Request for Reimbursement form, paid receipts, and grand report will be submitted to CMLE within 60 days of completion of the grant request or by June 15th, whichever comes first. Reimbursement will not be processed by CMLE until all documents have been received.
7.  All grant reimbursements will be sent to the Grantee’s Organization, not to an individual, for submitted receipts.
8. Maximum dollar amount will be determined based on funding available each grant period.

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Grant Guidelines:

• When requesting funding for books, applicants must include the specific titles of each book or book set as part of the proposal. This ensures clarity in budgeting and alignment with grant objectives. Proposals that include general or unspecified book requests may not be considered for funding.
• All applicants must submit an itemized quote from the vendor(s) for any goods or services included in the grant budget. The quote must clearly outline the cost breakdown for each item or service, including quantities, unit prices, applicable taxes, fees, and shipping charges. Quotes should show the official vendor logo and be dated within the past 60 days.
• For any subscription-based items or services, applicants must submit a detailed quote sheet that includes: The cost of a one-year subscription. A clear description of what is included with the subscription (e.g., access levels, number of users, support services). Evidence that the subscription is sustainable within the context of the proposed project or program.
• All items purchased with grant funds must remain the property of the applicant’s library system or organization. Funded materials and resources are intended to support ongoing institutional programming and may not be transferred to individuals or outside entities.

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Grant Application Process:

• Complete Grant Application online.
• Applications will be reviewed by the CMLE grant committee and scored based on this rubric.
• Awards are made based on the amount of funds available, past CMLE scholarship/grant received by the applicant/organization and the grant guidelines are followed.
  
  • Possible Outcomes of a Grant Application Review:
    
    1. Award full amount requested
    2. Award less than full amount requested
    3. Deny of funds requested
• Scholarship/Grant applicants will be notified via email if the proposal was or was not approved.
• Scholarship/Grants will not be awarded retroactively.