BAYA Grant

Text: Mini-Grants Applications Open, Bay Area Young Adult Librarians
Apply now for one of two mini-grants hosted by BAYA.
Mini-Grant Application Form

2026-2027 BAYA Mini-Grant Guidelines

Summary 

These grants are funded by the Bay Area Young Adult Librarians (BAYA) organization to aid Young Adult Librarians in California in serving their young adult patrons, Middle and High School-aged students or patrons. There are two annual grants, each valued at $500, awarded in October and intended to be spent before May of the following year. The grant is intended to aid in the development of a collection and/or program.

Details

Eligible candidates are defined as staff and/or volunteers serving Middle and High School-aged students and/or patrons in a library setting. Eligible candidates must have support from their direct supervisor. Eligible candidates may apply for funding to support programs and/or collection development benefiting Middle and High School students and/or patrons. Funds may be split between programs and collection development, or focus solely on one area or the other. Programs that highlight a specific area of the collection are encouraged but not required in order to be considered for the grant. If and how funds are divided may be determined by the awardee and supporting supervisor.

Acceptable programming expenses may include, but are not limited to

  • Program supplies
  • Presenters (non-library staff)
  • Giveaways
  • Outreach and promotional expenses

Acceptable collection development expenses may include, but are not limited to

  • Books
  • Graphic novels
  • Periodicals
  • eResources
  • Display materials

Awardees will be expected to document and report expenditures (see Reporting (Deliverables)).

Application Requirements 

Requirements

It is not required that you be a BAYA member to apply for the grant. You are required to work or volunteer in a library setting serving middle- and/or high school-aged students in the state of California, USA. Your application must also include a one-page letter from your direct supervisor expressing their support for this grant. In this letter, please have your direct supervisor explain how the implementation of this grant will be integrated into the library’s workflow, including your and your supervisor’s role in implementing the grant and how spending will work with the current system of acquisitions (i.e., assist with purchasing or otherwise support the implementation of the funds in some manner).

Application

If you’d like to apply for the grant, please provide the following information:

  • First and last name
  • Your direct supervisor’s first and last name. By providing this information, you acknowledge that your supervisor is aware you are applying for this grant. 
  • Please provide an email and phone number for both yourself and your direct supervisor. 
  • Please provide an address to mail the check if you are awarded the grant.
  • Library or school name
  • Your position in the library
  • What community or demographic group(s) does your library primarily support? 
  • In bullet point(s) and percentage(s) format, please explain how you intend to spend the money if awarded. (i.e., 55% of the funds will be used to purchase manga for our young adult collection, 20% of the funds will be used to purchase giveaway craft kits for teens, and the remaining 25% will be used to buy materials for a 3D printing program we will host for the teens.)
  • Briefly explain why these funds are needed and whether the community contributed or expressed their needs in support of this request.  
  • Please email a copy of your supervisor’s support letter to BAYAlibrarian@gmail.com.
  • By clicking this box, you acknowledge and agree to report back in May of 2027 with pictures and a 10-15-minute presentation showcasing the use of the funds and their impact on the teens in the community you serve. 

Timeline

  • Applications Open Saturday, August 1, 2026
  • Applications Close Saturday, September 5, 2026 – Extended to Saturday, September 12, 2026
    • Subject to extension
  • Grant Winners Announced in Early October 2026
  • Mid-to-Late October 2026: Money Coordinated & Dispensed
  • November 2026-April 2027: Funds Spent, Program Implemented, Documentation of Process & Impact
  • May 2027: Presentation at May BAYA Membership Meeting on Outcomes of Grant Funds by Winners

Reporting

  • Impact on Teen Community (please indicate whether your expected outcomes were met/not met/surpassed).
  • Presentation on the outcome to be presented at the May Membership meeting (Minimum 10-15 minutes).
  • Blog post about process, impact, outcome.
    • What did you spend the money on
  • Images of program details or additions to the collection

All winners will be required to present at BAYA’s May Membership meeting and create a blog post on the BAYA site:

  1. Provide a Project/Executive Summary 
    1. An overview of the project or program funded and its main objective. What was done?
    2. Detail key achievements and milestones achieved. What was achieved?
    3. Detail/describe significant changes that have taken place since implementation.
  2. Project Goals and Objectives
    1. List each goal and intended outcomes.
    2. Any changes or adjustments made to the original goals.
  3. List of Key Activities
    1. Description of major activities undertaken.
    2. Link how each activity contributes to the project goals.
  4. Outcomes and Impact
    1. Goal Objectives
      1. Explain if the program met or didn’t meet the project’s goal objectives.
    2. Quantitative Measures
      1. Data and statistics demonstrating the impact [number of people served, percentage improvements, circulation statistics as applicable]
    3. Qualitative Measures
      1. Success stories, testimonials, short anecdotes, or case studies illustrating the project’s impact.
    4. Challenges and Lessons Learned
      1. Challenges Encountered: What specific challenges did you face? 
      2. Strategies Implemented: Solutions and strategies used to address these challenges. How was the project promoted or communicated to the community? (i.e., press release, social media)
      3. Lessons Learned: Insight gained that could inform future work.
  5. Financial Report
    1. Budget Overview: Original budget versus actual expenditure.
    2. Itemized Expenses: Detailed breakdown of how funds were spent.
    3. Variance Explanation: Explanation for any significant variances from the budget.
  6. Summary Report & Future Plans
    1. Recap the main points and achievements.
    2. Outline plans for the next phase or period if applicable.
      1. Planning the next steps for the project or program.
      2. Discussing ways to continue funding the initiative if possible.
      3. Setting specific future goals as a result of the grant funding, as applicable.

FAQ

  • What are the judges looking for?
    • Judges will look for well-thought-out initiatives that bring either a new program and/or a collection to your teen community. They will seek community-led input on developing the grant concept. Any anecdotes and/or suggestions that lead to the development of the idea the grant supports are welcome. Any use of teen input and/or support planned for the grant’s implementation is highly encouraged but not required.
  • Who are the judges who will be deciding the grant award recipients?
    • Judges will consist of active BAYA Members and/or BAYA Board of Directors who volunteer to be judges and do not have a conflict of interest in deciding the award recipients.
  • How will the grant award money be disbursed?
    • The grant award recipients will work with the BAYA Chief Financial Officer to determine the best way to disburse the grant funds. Currently, the two best options are a check, written directly to the recipient, or PayPal. It is recommended that the recipients work with their direct supervisor to determine transparency in fund distribution.
  • What if I get the grant and the projected outcomes don’t align with the final outcomes?
    • Don’t worry! Although the grant’s primary focus is to benefit the community teens you serve, it can also be a learning and development tool for library staff. The lessons you learn so you don’t repeat mistakes and/or make improvements to future programs and/or collections can be just as valuable as the services you currently provide to your communities. Be sure to cover any of these challenges and lessons learned in your presentation so we can all hear about them. 
  • What if I work for a K-8 school? Can I still apply?
    • Yes, if you work or volunteer for a K-8 library, you can still apply for the grant, but your grant must be appropriate for grades 6-8 at your school. Any programming and/or collections offered must be intended for 6-8th grades in nature, interest, and grade level appropriateness. If you’re offering a program as part of your grant and it takes place in the Spring, current 5th graders/rising 6th graders can participate as an introduction to middle school programming, curriculum, and collections, as appropriate.
  • Questions? Email BAYAlibrarian@gmail.com