Catalog Membership Grant

The Catalog Membership Grant, administered by the Reaching Across Illinois Library System (RAILS), is designed to promote greater participation in Local Library System Automation Programs (LLSAPs) by offsetting the significant startup costs associated with joining these shared catalog consortia. In line with RAILS' mission of strengthening library resource sharing across Illinois, this grant opportunity aims to make LLSAP membership more accessible to libraries of all sizes and types, thereby improving access to library services for patrons throughout the state. RAILS currently supports six LLSAPs: Cooperative Computer Services (CCS), Pinnacle Library Consortium, PrairieCat, Rock River Library Consortium (RRLC), Resource Sharing Alliance (RSA), and the System-Wide Automation Network (SWAN). Eligible applicants include RAILS member libraries that demonstrate readiness to meet the ongoing responsibilities and membership criteria of their chosen LLSAP. Libraries must have the organizational and financial capacity to manage project funds, implement the required systems, and maintain participation in the LLSAP for at least five years. The program prioritizes nonautomated libraries ready to absorb long-term membership costs, standalone libraries transitioning into an LLSAP, and existing members expanding their engagement. Libraries switching consortia or returning to standalone status are ineligible. The Catalog Membership Grant supports one-time startup expenses critical for integration into an LLSAP. These include vendor implementation and data migration fees, the conversion of physical catalog records into MARC format, and essential technology purchases such as barcode scanners, laptops, receipt printers, and patron cards. The grant does not cover library collections, furniture, nonessential equipment like RFID or self-check systems, ongoing subscription fees, or staff salaries for full-time employees. All expenditures must be planned, justified in detail, and fall within the 18-month grant performance period beginning after fund disbursement. To apply, libraries must engage directly with the LLSAP staff to review requirements and obtain a membership quote. A comprehensive application includes a detailed project plan and timeline, a completed budget spreadsheet, and LLSAP Director approval. Nonautomated libraries must also demonstrate support from their governing body. Applications are due by November 1, 2025, or April 15, 2026. All required documents, including the budget form and quarterly report templates, must be downloaded and submitted as instructed. Incomplete applications will not be considered. Submissions should be emailed to Anne Slaughter, Director of Technology Services at RAILS, who also serves as the primary contact for grant-related inquiries. Following application review, which typically takes up to one month, successful applicants will receive a formal award letter and grant agreement. Once the agreement is signed, funds are disbursed via check. Awarded libraries are responsible for tracking expenditures, filing quarterly reports, and adhering to the approved budget. Any unused funds must be returned to RAILS. Project deviations may require formal approval or grant amendment. This grant is not only a strategic investment in individual libraries but also a tool for broader resource sharing, operational efficiency, and community engagement across Illinois. Participation in an LLSAP enables libraries to provide enhanced access to materials, streamlined services, and collaborative benefits for patrons and member institutions alike.