School library budgets – they never go as far as you need them to. Maybe your collection needs an update. Or you have a project you’d like to implement. And then there is the dream of the school library renovation which needs a large chunk of funding. If you aren’t likely to receive the funding or budget you need from your school administration, then it might be time to consider applying for grants. They can be an excellent way to supplement a library budget, purchase specific items or fun an entire renovation.

I am excited to say our school recently received a grant to renovate the Junior School Library. It couldn’t have come at a better time. The space had been uninhabitable for months due to water inundation and a lack of funds to fix it. To hear we have received the grant was a massive relief. We can now fix and update the space, replace mouldy furniture and purchase shelving that suits junior school students.

In the process, I’ve learnt a little about applying for and spending grant money, so here’s what I’ve learnt in the hopes it helps you too.

Just apply – even if you think you won’t get the money

I wasn’t on the lookout for a grant to apply to. We are an independent school with fee paying students and a healthy budget. I figured grants should be for schools without these funds available to them. But, when our school’s finance manager received an application to apply for a grant and passed it to me, I applied straight away. There are funds out there with money for all types of different schools. Do I feel guilty that I received the money? Absolutely. I do feel that there are plenty of other school libraries who need the money more than we do. But am I pleased that I can use that money to help our students and my school library staff? Yes, so apply even if you think you won’t get it or even if you think you don’t deserve it.

Talk with your school finance manager or business manager

It’s only because of the rapport that I have with our school’s finance manager that when she received this application she flicked it straight to me. Make sure that your financial team at school know about the school library. That they know if there is a need and know that they can pass you these applications if and when they receive them. The application actually went to our interim principal and if it wasn’t for our finance manager, we would not have received the invitation to apply. I’m very grateful to her.

Be on the lookout for grants. You don’t have to wait for the grant application or invitation to come to you. You can be on the lookout for these grants through philanthropy groups, through funding that comes through districts, or charter funding. Some small independent community groups have grants available and there are also gambling companies with funds available to schools. Investigate what is available to you in your area and for your school type, and if you’re not sure, ask your financial manager or principal to see what might be available or what they have experienced in the past. Your school might also have a parent and friends or supporters group that raise funds for the school. I’ve applied for and received quite a number of small grants from these groups to pay for furniture or robotics or improvements to the space. Often, they have a fund raising and application schedule, so attend one of their meetings or ask a member to find out when you can apply.

Have the proposal ready

I had a very tight turnaround to apply for my grant and I was able to do it and pull it off because I had a proposal ready. Consider what the need is in your school library even if you’re not currently on the lookout for a grant. If you have a proposal ready for the next project you’d like to undertake, the greatest area of need, and your leadership know of that and you have a clear proposal ready, it’s so much easier when that grant application is due to be submitted. I create a project pitch outline for any project I want to undertake, which outlines my vision for the project, the need, the benefit from the project and details around the funds needed.  I had a seven page document that my junior school teacher librarian and I had put together a few years ago for our Junior Library renovation. We had submitted that to previous leadership and were hoping that one day we would get the funding for it. So, when I receive the grant application form, I was able to complete it very easily using our proposal.

Making your case

Frame your application through the eyes of your students, the needs of your students and the benefit to your students. This is what most grant applicants or funding groups want to see. The school library also has an advantage here. The school library benefits all students, across all year levels, unlike a particular classroom or group, which has a smaller benefit range. Highlight how the money spent in the school library will benefit all students, because they all have access to the space.

Be clear about numbers

If you have quotes prepared or rough estimates of how much your project is going to cost that is going to be a lot easier when it comes time to providing the grant application amount request and for ensuring that the grant will cover enough of your costs . Organise quotes or have these ready as part of your proposal or do some research before you apply.

Documentation

As I mentioned above, creating a project proposal is a great way of outlining your grant need. Some grants have a specific form you will need to complete, others might just request an application. Make sure you follow the requirements outlined, but if there are none, you might like to create your own funding application outline. I use Canva to created branded project outlines, with photos, a vision for the project, the benefit to staff and students, an outline of the project timeline and the needs, including staff time or funds.

 

Budget

I also create a budget spreadsheet for my grant. This helps me to know how much money I have to spend and the different aspects of the project I will spend that money on and track it as it is spent. I use a simple excel spreadsheet.

Spending the money

Depending on the grant, you may receive the funds in full or have terms and conditions to meet to acknowledge the funds or spend it by a certain time. Having your project outline, quotes and budget ready to go can help you meet these requirements. Document what you spent the money on. Some grants require you to display evidence of what was spent, others do not, so make sure you check

Protecting your funds

I have heard stories of and experienced first hand when grant funding comes through, the desire from other parties to use that money in other areas of the school. You’ll need to advocate for the school library. I was fortunate to have my finance manger help us protect those funds. Use the terms of the grant to make it clear that the funds should only be used for what you applied for – the school library.

Acknowledging the funds

Taking photos of the students engaging with what the funds were spent on and sharing a write up in the newsletter, library social media page, or with a special thank you letter can be very powerful, particularly if the funds came from local community groups or parent and friends groups. I’ve been thanked by the leader of one such a group for doing that. She told me it makes it so much easier for us to apply and be approved again, as they can demonstrate to the group the impact of the spending. And that’s exactly what I want.