Public library grants

Last updated:  27 March 2024

The State Library has managed a public library grants program since 1980/81. The program provides NSW councils with the opportunity to apply for additional funds for projects to improve library services for the community. 

2023/24 Public Library Infrastructure Grants

Public Library Infrastructure Grants are for projects that will assist NSW councils to improve public library infrastructure, including buildings and information technology systems. 

The 2023/24 Public Library Infrastructure Grants are now closed.

Public library grant recipients

The Minister for the Arts announces the successful grant recipients in April or May each year. After this all applicants, whether successful or unsuccessful, receive a notification letter from the State Library. Unsuccessful applicants are encouraged to talk to the State Library’s Public Library Services team for feedback on their application. 

Grant projects and recipients are published in the State Library Annual Report. 

Grant reporting and acquittals

Public Library Infrastructure Grant recipients are required to provide the State Library with reports outlining the progress and acquittal of their grant project.  

Progress report

A progress report is to be completed by December of the year grant funding is provided. In this form recipients outline the tasks already completed and funds spent as well as tasks yet to be done and funds to be spent. The report needs to include an expected completion date.

A progress report is required for all grant projects.

Variations and extensions

Grant projects must conform to the description in the grant application and any additional requirements as detailed in the grant notification letter. If there are significant changes or delays to a grant project recipients need to apply for a variation or extension. Appropriate supporting documents are to be provided. 

Variations and extensions are not required for all grant projects. These will be completed if needed.

Acquittal reports

Recipients must complete financial and performance reports to acquit their grant project.  

The financial reports includes a summary of income and expenses, as well as a declaration that the money has been spent as outlined in the grant application and any agreed variations.

A financial acquittal is required for all grant projects.

The final performance report gives a description of the project tasks, outcomes and evaluation. The report needs to include supporting documentation such as evaluation reports, customer feedback, photographs and media/social media articles. 

A final performance report is required for all grant projects.

Reporting forms 2023/24 round

Where to find reporting and acquittal forms  

  • The forms will be added to the grant submission in Smartygrants 
  • The recipient will receive an email directly from Smartygrants when each form has been added 
  • This email will tell the recipient how to get into the form   

Extension 

If you require an extension to your project completion date you will need to complete a request for extension form in Smartygrants. Please contact your State Library Consultant to arrange for the form to be made available in Smartygrants.

Project variation

If you are requesting approval of changes to the budget or project activities you will need to complete a variation application in Smartygrants. Please contact your State Library Consultant to arrange for the form to be made available in Smartygrants.

Progress report

The progress report is to be filled out by 30 December of the year funds are granted. This report is to be completed in Smartygrants. It will be available in Smartygrants by late November.

Final performance report

The final performance report is to be filled out once the project is complete. This report is to be completed in Smartygrants. It will be available when your grant project is close to completion.

Financial acquittal

The financial acquittal form is to be filled out once the project is complete. The form is to be completed in Smartygrants. t will be available when your grant project is close to completion.

Reporting forms 2022/23 round and previous years

Where to find reporting and acquittal forms  

  • The forms will be added to your grant submission in Smartygrants 
  • The recipient will receive an email directly from Smartygrants when each form has been added 
  • This email will tell the recipient how to get into the form    

Extension 

A request for an extension can be emailed to your . The email must include the reasons for the extension and a revised timetable for implementation.  

Project variation

A request for a variation can be emailed to your State Library Consultant. The email must include the reasons for the variation request, and a revised budget and timetable for implementation and completion.  

Progress report

The progress report is to be filled out by 30 December of the year funds are granted. This report is to be completed in Smartygrants. It will be available in Smartygrants by late November.

Final performance report

The final performance report is to be filled out once the project is complete. This report is to be completed in Smartygrants. It will be available when your grant project is close to completion.

Financial acquittal

The financial acquittal form is to be filled out once the project is complete. The form is to be completed in Smartygrants. The financial acquittal needs to be signed before submission. Complete the details of the form in Smartygrants, download a PDF of the form to be signed by the Library Manager and General Manager. Scan a copy of the completed, signed form and attach the copy so that you can submit the acquittal.

Statement of income and expenditure

The statement of income and expenditure is to be filled out once the project is complete. The form is to be completed in Smartygrants. The statement needs to be signed before submission. Complete the details of the form in Smartygrants, download a PDF of the form to be signed by the Library Manager and General Manager. Scan a copy of the completed, signed form and attach the copy so that you can submit the statement.

Need assistance?

Please contact your State Library Consultant if you are ready to complete a reporting form that is not in Smartygrants, or if you need the contact person for a grant application to be changed in Smartygrants.

Grant guidelines archive

Public Library Grants Guidelines are available below for the reference of councils that are yet to acquit funded projects. 

Grant guidelines 2016/17 to 2023/24