State Aid for Library Construction Program

Please visit https://www.nysl.nysed.gov/libdev/construc/ for all up-to-date Construction Aid information.

Standard Program Timeline for Libraries

Overview: What Libraries Should Expect

State Aid for Library Construction follows a multi-year process governed by Education Law §273-a and Division of Library Development requirements.

From early planning to final closeout, a single Construction Aid project may span up to six years. Based on required environmental review, historic review, financing steps, and State approval timelines, libraries should expect 7 to 16 months of preparation before a project is ready to proceed safely into construction.

Key constraint: Projects must not be completed before the System application deadline (typically the end of August or early September each year). Only costs incurred after July 1 of the application year are eligible for award funds.

Phase 0: Early Planning and Legal Readiness

Typical timing: 6 to 12 months before the Intent to Apply deadline

Libraries are strongly encouraged to begin planning well in advance of the annual Intent to Apply deadline.

• Facilities planning and board approval - Libraries should have a board-approved facilities plan or documented capital priority.
• SHPO Review - Required if the building is 50 years or older, or if the project involves ground disturbance or demolition. Typical review time is 6 to 8 weeks. Approval must be complete before System deadlines.
• Bond Referendum or Borrowing Approvals, if applicable - Library districts using debt financing should allow approximately eight weeks, including notice requirements.
• Available Funds - Libraries must confirm they have the library share available for any amount beyond the funds awarded.

Risk note: Failure to complete these steps before the Intent to Apply stage may result in ineligibility for that year.

Phase 1 - Intent to Apply

Deadline: May 31 each year

Submission of an Intent to Apply is mandatory and is the first formal step in the Construction Aid process.

Intent to Apply requirements

• Brief project description
• Approximate project timeline
• Contractor quote or quotes showing total project cost
• Documentation confirming available funds to complete the project

The Intent to Apply allows the System’s Construction Aid Award Committee to assess eligibility and make preliminary funding recommendations.

Libraries must not proceed with the full application until:

• The Intent to Apply has been reviewed.
• The project has been deemed eligible.
• A preliminary funding level has been approved by the OWWL Library System.

Action: Submit conservative, well-documented cost estimates. Incomplete Intents carry a high risk of rejection.

Phase 2 - Full Application Development

Typical timing: June through early fall of Year 1

Application portal

The State application portal typically opens in early to mid-June.

Library responsibilities

• Complete the full online Construction Aid application.
• Upload all required signed documents, including:
  • Short Environmental Assessment Form (SEAF)
  • SHPO approval, if required
  • Assurances Form
  • Proof of available funds
  • Contractor bids or quotes
  • Pre-Project Photos
• Prepare FS-10 and other required paper forms for System submission.

System Submission

• Libraries submit completed applications to the System by the annual System deadline, typically mid-summer to early fall.
• The System submits all applications to the Division of Library Development by early October.

Constraint: Library projects may not be complete before the System submission deadline.

Action: Establish internal deadlines at least two weeks ahead of System due dates to ensure project applications are completed on time.

Phase 3 - State Review and Award

Timing: Late Year 1 through Year 2

After submission:

• Applications are reviewed by the Division of Library Development.
• DASNY conducts technical and eligibility review.
• Final approval is required from both agencies.

Award announcement

Awards are typically announced in late summer or early fall of Year 2.

Funding and work commencement

• The first 90 percent of the award becomes available after approval.
• Libraries must begin work within 180 days of the award announcement.

Reporting

• Progress reports and extension requests are due by June 30 for any project not completed by the end of Year 2.

Action: Do not schedule major construction milestones until the official award letter is issued. There is no guarantee that funding will be awarded until after DASNY review.

Phase 4 - Construction and Ongoing Reporting

Years 3 through 5

Project activity

• Construction and installation work continues.
• Eligible costs must align with the approved scope and project number.

Annual requirements

• Progress reports are required for each year a project remains open past June 30.
• Extension requests are required if the project will not close within the current year.

Early closeout

Libraries may submit closeout documentation as soon as:

• All work is complete.
• All invoices are paid.

Early closeout reduces administrative and audit risk.

Action: Close projects as soon as practicable rather than waiting for the end of the project cycle.

Phase 5 - Final Deadline and Closeout

Year 6. Statutory limit

Absolute deadline

All projects must be completed and all funds expended by June 30 of Year 6. No extensions may be granted beyond this date under Education Law.

Final payment

The remaining 10 percent of the award is released after:

• Submission and approval of the final report.
• Submission of FS-10-F.
• Submission of post-project photographs.
• State Library approval of closeout.

Record retention

Libraries must retain all financial and project records for at least six years after project closeout.

Action: Schedule final inspections and document collection several months before the Year 6 deadline.

Summary. Planning anchors for libraries

• May 31: Annual Intent to Apply deadline.
• Early planning is required.
• Six years is a ceiling, not a target.
• Strong documentation practices reduce payment delays and compliance risk.