Final Project Performance Reporting Guidelines
The University of the State of New York
The State Education Department
New York State Archives
Grants Administration Unit
9A81 Cultural Education Center
Albany, NY 12230
Congratulations on receiving a Local Government Records Management Improvement Fund (LGRMIF) grant from the New York State Archives. Your local government is one of more than 2,775 of New York State’s over 4,300 local governments who have participated in the LGRMIF through individual or cooperative grant funded projects. Since 1990, local governments have received over $168 million to establish or enhance records management programs.
As outlined in the grant notification letter, each recipient of a grant from the Local Government Records Management Improvement Fund (LGRMIF) is required to submit a final performance report and a final fiscal report. This booklet provides information on writing the final project performance report and includes the necessary report forms. If you need another copy of the FS-10-F Short Form or the FR-1 form, they are available in PDF format and as Word 2000 templates on the web at www.archives.nysed.gov/a/grantsawards/ga_lgrmif_rg_forms.shtml or you may contact the Grants Administration Unit at (518) 474-6926 or <email@example.com>.
The LGRMIF was originally established under the Local Government Records Management Improvement Fund Act (Chapter 78, Laws of 1989) to improve records management and archival administration in New York’s local governments. The New York State Archives, an agency of the State Education Department (SED), administers the fund with advice from the Local Government Records Advisory Council (LGRAC) and with the approval of the Commissioner of Education. The primary purpose of these grants is to help local governments establish records management programs or develop new components of them. The Fund cannot support local government records management programs on a continuing basis.
The final project performance report provides a local government the opportunity to report on its accomplishments and progress in meeting its project’s intended results, but also provides a local government the opportunity to report on progress in establishing its records management program. It is important for local governments to show this progress if they intend to apply for additional grants to develop new components of their records management programs and to assess their own progress systematically.
Archives staff monitors each grant-funded project and will contact you during the project year. Some grant recipients may receive visits.
The final project report must be submitted to the Archives’ Grants Administration Unit no later than July 31, 2009. A copy of Criteria for Measuring Success of Projects Funded by the LGRMIF is included as part of these guidelines. The Archives will use these same criteria to evaluate each project, gauge a local government’s progress toward developing a records management program and assess the impact of the grants program in general. Therefore, these reports serve as a tool to assist the Archives in improving the grants program and in making the program more accountable to the Commissioner of Education and the State Legislature.
All recipients must submit the Final Expenditure Report for a Federal or State Projects FS-10-F Short Form. The original and two copies must be submitted to the State Archives, with a blue ink signature from your chief authorizing official on the back. This two page form is available at the State Archives website in PDF and in a Word document.
Because the final project performance report serves as a permanent record of your projects activities and accomplishments, it is imperative that the information be as complete and accurate as possible. The information from the form is used by the State Archives to document the progress in improving the management of all of New York's local government records. The report form also provides your local government with an opportunity to examine its program and consider new ways of solving its records and information management problems. The form is also a means to inform your local government's chief executive officer and legislative body about the project and the importance of records management.
With the exception of projects in the Educational Uses and Historical Records categories, the Grant Project Final Report Form (FR-1) is the only form required.
NOTE: New to the FR-1 this year is the addition of a budget summary form. Please use this form to provide a breakdown of how t he grant funds were expended. Be sure that for each budget code that the total spent matches the budget code totals you provide on the FS-10-F Short Form. Any discrepancy will delay final payment on your project.
In addition to the Grant Project Final Report Form (FR-1), Historical Records Project grantees must submit:
- The Statistical Report for Historical Records Projects (page 5). You should provide information only for questions that apply to your most current project. The Archives will combine this information with that contained in the statistical reports from other projects to evaluate the success and accomplishments of this year’s projects.
- Two (2) copies of any products, such as brochures, finding aids, MARC records, consultant reports, press releases, or any other materials (exclusive of microfilm) produced as part of this project.
In addition to the Grant Project Final Report Form (FR-1), Educational Uses Project grantees must submit:
- The Final Report for Educational Uses Projects (page 7).
- A copy of any teaching materials, informational brochures, workshop packets, or any other materials produced as part of this project.
- A list of all teachers participating in this project, including their name, address, school name, and the grade and discipline they teach.
For cooperative projects, the lead local government receiving and accepting a grant on behalf of all project participants is responsible for administering the grant project. You must notify the Archives’ Grants Administration Unit in writing if any project participants withdraw from the cooperative project. The withdrawal of one or more project participants may represent a significant change in your project’s plan of work and may require that you develop a revised plan of work and/or budget in consultation with your Regional Advisory Officer.
The lead local government is responsible for preparing and submitting the Grant Project Final Report Form (FR-1) to the State Archives. For cooperative projects, the report form must describe project activities and accomplishments as they relate to all participating local governments.
The lead local government is also responsible for administering grant funds and for preparing and submitting the Final Expenditure Report for a Federal or State Project, form FS-10-F Short Form, at the conclusion of the project.
Submit two copies of the Grant Project Final Report Form (FR-1), the Statistical Report for Historical Records Projects and supplemental materials (only for Historical Records Projects), and the Final Report for Educational Uses Projects and supplemental materials (only for Educational Uses Projects) no later than July 31, 2009 to the Grants Administration Unit at the address below. Submit a separate copy of this material to the appropriate Regional Advisory Officer.
Submit one signed original (must be in blue ink) and two copies of the Final Expenditure Report for a Federal or State Project, form FS-10-F Short Form (08/06), at the conclusion of the project or postmarked no later than July 31, 2009 to the address below.
The remaining 10% of the grant will be released upon receipt of BOTH your Grant Project Final Report Form (FR-1) and your FS-10-F Short Form at the conclusion of the project. As noted above, both forms are sent to the SAME address below:
New York State Archives
Grants Administration Unit
Room 9A81 Cultural Education Center
Albany, NY 12230
For additional information, please contact the Grants Administration Unit at (518) 474-6926 or via e-mail at <firstname.lastname@example.org>.
Criteria for Measuring Success of Projects Funded by the Local government Records Management Improvement Fund (link to http://www.archives.nysed.gov/a/grants/grants_lgrmif_rg_criteria.shtml)