Grants
Grants

Common Questions

Applying for a Grant for Family Reading & Discussion Programs

The Host Site and Co-Facilitators

Implementing a Family Reading & Discussion Program

Applying for a Grant for Family Reading & Discussion Programs

 

Who can apply to host a Family R&D Program?

Any public library in New York State that has previously hosted or is currently hosting Together or Unidos is eligible to apply. The Council requires that applications be submitted by the person who will act as librarian co-facilitator, and that that person is someone who has acted as librarian co-facilitator for the Together or Unidos program at least once.

If you are currently hosting a Together or Unidos series, please submit sample discussion questions prepared by you and your current scholar co-facilitator for a book you are reading in your Together or Unidos series. You do not need apply for a Family R&D Program with the same scholar co-facilitator.

What is required for a Family R&D Program?

Your Family R&D Program proposal should involve at least four books, a scholar co-facilitator and a librarian co-facilitator, and at least four discussion sessions with a consistent group of participants. Each session should be between 60 and 90 minutes long, with at least 75 minutes dedicated to discussion. The participants should be children between the ages of 9 and 11 and their parents or primary caregivers.

Like Together and Unidos, the discussion of themes, or “big ideas,” should be the basis for your Family R&D Program. You may divide the sessions between several related themes or have all sessions focused on one theme. Each book on your syllabus should address the themes of your program.

You should select at least four books to be used in the Family R&D Program. The books can be any combination of picture books and novels, but all should be at a reading level appropriate for 9- to 11-year-olds.

Plan to supply at least one copy of each book for each family, either by borrowing extra copies from your library system, allocating some funds from your grant to buying a copy of each book, or by requiring every family to buy their own copies. Providing two copies of each book for each family is recommended but not required.

We encourage you to be flexible and creative when planning your Family R&D Program. The books in your series should meet the interests of your community, but also be substantive enough to engage them in interesting and lively discussion about the books and their own lives.

When are applications due?

The application deadline for all 2012 Grants for Family R&D Programs is November 15, 2011.

When will I find out if my application has been approved?

You will hear from the Council about the status of your request by December 15, 2011.

How many Family R&D Programs may my library host?

A library may be awarded one Grant for Family R&D Programs in a calendar year.

How should we identify a Family R&D Program theme or themes?

The Council defines a theme as an idea that unifies discussion and encourages families to think about the universal ideas in literature. Together and Unidos sessions focus on themes related to American life; Family R&D Programs might focus on humanities themes such as justice, equality, or friendship. Based on your site’s experience hosting a Together or Unidos program, you may have already identified a theme that you, your past scholar co-facilitator, or your participants would like to explore further. You may also choose several related themes to discuss.

Some topics that would not be considered themes are:

  • Summer reading slogans like “Sail Away with Books.”
  • General topics of interest like insects or space.
  • Literary genres like Science Fiction or mystery books.

Do I have to have my books picked out in order to apply for a Family R&D Program?

Yes. Your application requires you to identify a scholar co-facilitator, a theme or themes as a focus for your series, and a syllabus of books that relate to this theme. A minimum of four books are required, but you may select as many books as you plan to discuss.

You may also select books from our Themed Book Lists.

Are there criteria for selecting the books?

The books can be any combination of picture books and novels, but all should be at a reading level appropriate for 9- to 11-year-olds.

May I hold more than four sessions or discuss more than four books?

Yes. You may hold as many discussion sessions on as many books as you would like within the grant period (between January and December). You may also discuss one book over multiple sessions as long as you hold at least four sessions and discuss at least four books and are meeting the minimum requirements of the program mentioned above. You should not, however, plan to discuss more than one book per session.

How much money may we apply for?

You may request any amount up to $1,000 for your Family R&D Program.

What expenses can I include in my application budget?

The application Budget Form requires you to identify your expected expenses in the following areas:

  • Scholar’s Honoraria and Consulting Fees
  • Books and Reading Materials (Texts and Supplies)
  • Staff Salaries
  • Publicity
  • Equipment and Facility Rental
  • Administrative Expenses and Other Expenses.

You do not have to apply for funds in all categories.

The Council’s Family R&D Program award must be matched at least one-to-one by contributions to the project from the sponsoring organization, or from third parties in an amount equal to or exceeding the Council’s award. National Endowment for the Humanities (NEH) funds may not be used as cost sharing. Cost sharing may consist of cash contributions, in-kind contributions, or a combination of the two.

In-kind cost-sharing contributions are not cash; rather, they are the dollar value of goods and services contributed to the project by either your organization or by third parties.

When will we receive the money to cover program costs?

Once your application has been accepted, the Council will send 50% of the grant upon receipt of your signed agreement letter and the dates for your program. The remaining 50% will be sent after all final paperwork has been submitted to the Council.

Is there any cost to my organization for hosting a Family R&D Program?

No. However, your organization must provide one-to-one matching funds. In-kind matching is acceptable. In-kind cost-sharing contributions are not cash; rather, they are the dollar value of goods and services contributed to the project by either your organization or by third parties. The host organization is responsible for providing staff support for this program and for gathering a group of participants, which may have specific costs. See What are the responsibilities of the host site? below.

The Host Site and Co-Facilitators

 

Does the host site have to provide both a host site coordinator and a librarian co-facilitator?

No. The Council does not require the host site coordinator to be different from the librarian co-facilitator. If, however, you do not have a host site coordinator, we recommend that you have an assistant to help you with recruitment and logistics at each session.

What are the responsibilities of the host site?

The host site is responsible for:

  • Selecting a scholar co-facilitator.
  • Selecting at least one theme around which your series will be based.
  • Selecting at least four books that illustrate the theme or themes to be discussed in the series.
  • Designating a space in the library for uninterrupted group discussion.
  • Scheduling at least four 75-minute discussion sessions that are part of the series in consultation with the scholar co-facilitator and notifying the Council of all dates.
  • Publicizing the event in your community to gather a group of between 8 and 15 participating families.
  • Crediting the Council in all materials related to the series.
  • Recruiting, registering, and retaining participating families.
  • Providing a librarian who has facilitated the Together or Unidos program and who will co-facilitate all of the discussion sessions with the scholar co-facilitator.
  • Working with the scholar co-facilitator to develop appropriate and thought-provoking discussion questions about the book and the theme.
  • Returning attendance information to the Council within three weeks of the end of the series.
  • Verifying that the scholar co-facilitator has submitted a program evaluation to the Council.
  • Completing a final report and a program evaluation at the end of the program. (See Admin for more information.)

Does the librarian co-facilitator have to be a children’s librarian?

No. Although the librarian co-facilitator is often the children’s librarian, any librarian who has facilitated a Together or Unidos program and who is committed to the successful implementation of the Family R&D Program may serve as co-facilitator.

May a parent with a child in the program serve as a co-facilitator?

Yes. Any qualified parent may serve as either the scholar co-facilitator or the librarian co-facilitator as long as another adult attends and participates with parent/co-facilitator's child.

Do I have to have a scholar co-facilitator in place to apply to apply for a Family R&D Program?

Yes. In order to apply you must have identified a humanities scholar who is committed to co-facilitate all the discussion sessions, and you must include that person's current resume with your application. While you may apply with a scholar who facilitated one of your past Together or Unidos series, you may also choose a different scholar for your Family R&D Program application.

If your scholar co-facilitator has not facilitated a Together or Unidos series in the past, please include a letter of commitment from him or her in your application. In this letter you scholar co-facilitator should indicate that he/she has read the Family R&D Program guidelines, is clear about the program requirements and expectations, and has agreed to work with you as a Family R&D Program scholar co-facilitator.

Who qualifies as a scholar co-facilitator?

A humanities scholar is an individual with particular training or experience qualifying him or her as a professional in one or more of the academic disciplines of the humanities. The typical qualifications are an advanced degree (M.A. or Ph.D.) in a humanities field of study and a regular appointment at a recognized institution of higher learning.

However, individuals without an advanced degree or who are not affiliated with a college or university may qualify as humanities scholars because of their methods of research, inquiry, and teaching. Students doing graduate work in a humanities discipline are also qualified. The Council recognizes that scholarship and knowledge gathering are defined differently in different cultures, and respects such diversity of training and preparation as consistent with our understanding of the humanities as fields and as methods of inquiry. The humanities scholars for a Family R&D Program do not have to have experience working with children. They simply have to have an interest in taking on the role of co-facilitator for a humanities-based family discussion group.

How should I go about finding a scholar co-facilitator?

Often the easiest way to find a scholar is by contacting your local colleges and/or universities. Don't forget to inquire about interested graduate students if you are near a school with graduate programs, and also ask about retired faculty who might still be in the area. Many organizations also have scholars as board members, advisors, or volunteers who may be interested in facilitating a series, or who can recommend others. You may want to ask potential participants if they know someone who would be qualified. You may also contact the Council to ask for recommendations for scholars in your area.

What are the responsibilities of the scholar co-facilitator?

The scholar co-facilitator is responsible for:

  • Working with the librarian co-facilitator to develop appropriate and thought-provoking discussion questions about the book and the theme.
  • Co-facilitating each of the discussion sessions.
  • Submitting a facilitator evaluation at the end of the program.

How much, and how, does the scholar co-facilitator get paid?

The scholar co-facilitator’s payment is negotiated between the host site and the scholar co-facilitator and should reflect the work your scholar co-facilitator has agreed to perform. The Council is not involved in this decision.

Implementing a Family Reading & Discussion Program

 

How large a group is required?

We recommend that you recruit at least 8 and no more than 15 families for your Family R&D Program, though there is no set number of families that is required. All families should be asked to make every effort to take part in all discussion sessions.

May children younger than 9 or older than 11 participate?

No. The target age for this program is 9 to 11, since this is a critical period in the development of reading for pleasure. Many students in upper elementary school do not have opportunities in their busy classrooms to read, or to discuss their reading in meaningful ways. This is also a period in a child's life when parents often step back and lose contact with their children’s reading. The Together and Unidos programs and Family R&D Programs aim to help prevent this decline by targeting 9-to 11-year-olds and involving them in family discussions about their reading.

Are parents the only adults allowed to come with their children?

No. Family R&D Programs should welcome both traditional and non-traditional families. Any care-giving adult or family member who has regular contact with the child may participate; however, consistent and enthusiastic participation is essential. Examples of adult participants could include:

  • Grandparents, uncles and aunts, adult siblings, or other extended family members.
  • Foster parents or the spouse/partner of the child’s parent.

May a child participate without an adult present?

No. Open discussion between children and adults is the cornerstone of Family R&D Programs.

Do I need to provide childcare for younger siblings?

No. Although it is recommended that libraries assign part of the budget to childcare so that both parents can participate in the discussion, it is not required by the Council.

Do all participants have to be fluent in English?

Although most Family R&D Programs will be intended for participants who are comfortable reading in English so that everyone may fully participate in the conversation, the Council also recognizes the value of a linguistically and culturally diverse group. If you plan to recruit a large number of English language learners, we recommend that you provide translations of the books you will be reading in the native language of those participants. If you have a large Spanish-speaking population and a bilingual librarian, please consider applying for our new Unidos program.

How long should each Family R&D Program session last?

Each Family R&D Program session should last between 75 and 90 minutes in order to fully engage the group in meaningful discussion about the book and the theme. You may also want to set aside an additional 15-30 minutes for snack time and getting settled.

For what time of day, and at what point during the year should we schedule the series?

The Family R&D Program sessions should be scheduled at times that allow for the greatest number of people to take part (usually evenings or weekends). Generally the Council suggests scheduling the sessions biweekly on a consistent day of the week. All sessions must take place between January and December in the same calendar year.

May we charge an entrance fee for our Family R&D Program?

No. All Family R&D Programs must be free and open to all eligible families.

What are our obligations after the series has ended?

You are required to submit the following materials within three weeks of the end of your series:

  • A host site evaluation (online), completed by the librarian co-facilitator.
  • A facilitator evaluation (online), completed by the scholar co-facilitator.
  • A completed Attendance Form.
  • A final report summarizing the successes and challenges of the program at your site, completed by the librarian co-facilitator.

The final 50% of the grant will be sent after the Council has received these materials.