State Aid for Library Construction Program

FY 2027 Intent to Apply

Standard Program Timeline for Libraries

This program follows a multi year process governed by Education Law §273-a and Division of Library Development requirements.

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

Constraint: Projects must not be completed before the System application deadline, typically late August or early September. Only costs incurred after July 1 of the application year are eligible.

Phase 0. Early Planning and Legal Readiness

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

This phase establishes legal, financial, and planning readiness. Early work here reduces eligibility risk later in the process.

• Facilities plan and board approval A board approved facilities plan or documented capital priority.
• SHPO review Required if the building is 50 years or older, or if work 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 Confirmation that the library share is available for all costs beyond the award amount.

Risk: Incomplete preparation before the Intent to Apply stage may result in ineligibility for that year.

Phase 1. Intent to Apply

Deadline: May 31 each year.

The Intent to Apply is mandatory and begins the formal Construction Aid process. It allows the System to assess eligibility and make preliminary funding recommendations.

Intent to Apply requirements

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

Libraries must not proceed with the full application until:

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

Action: Submit conservative and well documented cost estimates. Incomplete submissions carry a high risk of rejection.

Phase 2. Full Application Development

Typical timing: June through early August.

This phase focuses on completing the State application and assembling required documentation.

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

Library responsibilities

• Complete the full online Construction Aid application.
• Upload required signed documents, including:
  • Short Environmental Assessment Form.
  • SHPO approval, if required.
  • Assurances Form.
  • Proof of available funds.
  • Contractor bids or quotes.
  • Pre project photographs.
• 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 reviews applications before submission to the Division of Library Development.
• All applications are submitted to the Division by early October.

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

Action: Set internal deadlines at least two weeks ahead of System due dates.

Phase 3. State Review and Award

Timing: From submission to the following year.

This phase determines whether the project is approved and funded.

After submission:

• The Division of Library Development reviews applications.
• DASNY conducts technical and eligibility review.
• Final approval is required from both agencies.

Note: Projects are not considered eligible until approval is granted by the System, DLD, and DASNY.

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

Funding and work commencement

• Ninety 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 projects not completed by the end of Year 2.

Action: Do not schedule major construction milestones until the official award letter is issued.

Phase 4. Construction and Ongoing Reporting

Years 3 through 5.

This phase covers active construction and annual compliance.

Project activity

• Construction and installation work continues.
• 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 once:

• All approved work is complete.
• All funds are spent on eligible elements.
• 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.

This phase enforces final legal deadlines.

Absolute deadline All projects must be completed and all funds expended by June 30 of Year 6. Extensions are not permitted under Education Law.

Final payment The remaining ten percent of the award is released after:

• 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 closeout.

Projects may be audited by DASNY or DLD. During an audit, libraries may have less than 72 hours to produce requested documentation.

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

Resources

• Division of Library Development. State Aid for Library Construction
• OWWL Library System. State Aid for Library Construction Policy