DRUG FREE COMMUNITIES - PowerPoint Presentation

DRUG FREE COMMUNITIES SUPPORT PROGRAMFY2012 Grant Application Workshop Executive Office of the President of the United StatesWhite House Office of National Drug Control Policy&Substance Abuse and Mental Health Services Administration www.ondcp.gov/dfc

Goals of the DFC ProgramTo establish and strengthen collaboration among communities, nonprofit agencies, and Federal, State, local and tribal governments to support the efforts of community coalitions to prevent and reduce substance use among youth To reduce substance use among youth and, over time, reduce substance abuse among adults by addressing the factors in a community that increase the risk of substance abuse and promoting the factors that minimize the risk of substance abuse RFA pg. 2

Theory of the DFC ProgramA small amount of Federal funding combined with a local match of resources and volunteer support can reduce youth drug useBy mobilizing community leaders to identify and respond to the drug problems unique to their community, DFC is designed to change the entire community environment Focusing on environmental change ultimately contributes to reductions in substance use among youth, and over time, substance abuse among adults

DFC is Community Focused DFC-funded coalitions: develop and implement a plan that is community-focused; not focused only on individualsfocus on changing the entire community by identifying and implementing strategies that will affect community beliefs, attitudes , perceptions, and practices around drug issues RFA pg. 3

DFC’s Definition of a Coalition A formal arrangement for cooperation and collaboration between groups or sectors of a community, in which each group retains its identity, but all agree to work together toward a common goal of building a safe, healthy, and drug free community DFC grants are intended to support community-based coalitions RFA pg. 3

FY2012 Funding ProjectionBased on a $ 92M Congressional Appropriation:DFC first funds Continuation Awards then uses the remainder of the appropriation for New AwardsDFC Continuation Awards are those within an award cycle (Years 2-5 and 7-10) DFC Mentoring Continuation Awards are those entering Year Two of their Mentoring grant For 2012 New Awards: $3.75M available for new DFC grants Up to 30 new DFC grants will be awarded in FY2012 RFA pgs. 1 & 7

Who Can Apply?To apply for a DFC grant, a coalition must fall into one of the following three categories: Never received a DFC grant Experienced a lapse in funding during a 5-year cycle Completing Year 5 of the first DFC funding cycle in September, 2010 RFA pg. 7

The Grant Cycle JanuaryRFA public March Applications Due March/April HHS Format/Requirement S creening April Statutory Eligibility Screening Eligible? Ineligible? May/June Peer Review Process June/July Rank Order Funding Packages Assembled August Funding Decisions Announced September Notice of Awards Issued December Mandatory New Grantee Training in Washington, DC October Summary Sheets/Scores Mailed February Recruit Peer Reviewers

Who are Peer Reviewers? Primarily DFC grantees in Years 1-4 or 6-10Can be former DFC granteesTrained by ONDCP and SAMHSA to review the requirements of the FY2012 RFA and the goals of the DFC programAdd a human element to the process Do not make it hard for reviewers to find informationLose the “fluff” Want to read your “story”Write application for one of your peers to read

ELIGIBILITY REQUIREMENTS Table 2: Statutory Eligibility RequirementsRFA pages 9-19 www.ondcp.gov/dfc

Proving the Applicant Eligible LABEL attachments so that eligibility screeners can easily find themIn order, as requestedBold the titleIdentify the Attachments (e.g., Attachment 1) NUMBER the Attachment pages even if you have to hand write the numbersTable 2 addresses Statutory Eligibility Requirements and you must include evidence in Attachments 1-8, 16

Proving Sector InvolvementRFA asks for 2 pieces of evidence related to sector involvement:Sector TableUse Table 23/Appendix D Include as Attachment 1 in your application 2. Coalition Involvement Agreement (CIA) While you must have a CIA for each sector, you may alter the Sample to best meet your needs. Sample CIA/Appendix E , Table 24 Include as Attachment 2 in your application RFA pgs. 9-10

Requirement 1: 12 Sectors Youtha person 18 years of age or youngerParent Mother/father/guardian/grandparent Business An individual actively involved in and/or connected to the local business community; Chamber of Commerce/business owner MediaA representative from a media outlet or other source where the community gets information School Principal/Superintendent/Board Member Youth-Serving Organizations Boys and Girls Club/4-H RFA pg. 9

Requirement 1: 12 Sectors Law EnforcementChief of Police/SheriffReligious/Fraternal OrganizationsPastor/Rabbi/Imam/Interfaith Leader Civic/Volunteer GroupsSertoma Club/Kiwanis Club Officer NOT a coalition volunteer, but someone representing a community-based civic/volunteer organization Healthcare Professionals Doctor/Nurse/Dentist/Health Professional State/Local/Tribal Government SSA/State Prevention or Treatment Director Other Substance Abuse Organizations Prevention/treatment provider/recovery organization RFA pg. 9

Statutory Eligibility Requirements: 12 Sectors You MUST provide accurate evidence of 12 sector involvement Common Problems - Sector representatives that do not match the sector table Adult with access to youth for youth sector not acceptable Random coalition volunteer for the Civic/Volunteer Group sector Give a community member for Law Enforcement sector—must be a sworn law enforcement officer

Sector Table TipsList one name per sector Give the name of the individual that is most capable of leveraging resources of that sectorNo single person can represent more than 1 sectorUse the “Specific Contribution to the Coalition” column to provide context as to how the individual serves the coalition/communityBe specific for each person and sector Sector member name must match the individual signing the CIA for that sector RFA pg. 9

Coalition Involvement Agreement TipsProvide only the 12 that match the names in the Sector Table (Attachment 1)Will not increase score if there are more than 12 listed in the Sector Table or 12 CIAs providedCIA cannot be more than 12 months old at the time of applicationCIAs are NOT legally binding documents; just a way for applicants to document sector member commitment If someone other than the person listed as the Sector Member needs to sign the CIA, the person in the Sector Table MUST be named on the CIAMust include Table 24 at the top of each CIAList the 1st page number of each CIA in the last column on the Sector Table RFA pgs. 9-10

The Sector Table SectorSector Member NameOrganization Name & Role in OrganizationSpecific Contribution to CoalitionPage Number for First Page of Matching CIAYouth Tim Jones ABC High School Senior (age 17); President of the SADD Club Sits on Advisory Board; provides youth perspective; participates in youth training events 42Civic/Volunteer Group Jane SmithPresident, Sertoma Club Recruits outside volunteers to participate in coalition events (fundraiser, car wash, etc.) 52 State/Local/Tribal Government Agency w/ Expertise in Substance Abuse Alex LeeExecutive Director, ABC County Alcohol & Drug Council Bring expertise in the areas of drug prevention, intervention & treatment; funded by County Government 60 EXAMPLE: Attachment 1: Sector Table A number!! Does it make a direct link to the sector? If not explain! If it’s not obvious, make it so.

Requirement 2: Six Months ExistenceTwo sets of coalition minutes are required between JANUARY 1 & SEPTEMBER 30, 2011 between OCTOBER 1, 2011 & MARCH 22, 2012 Must include a list of all attendees by sectorAll sectors do NOT have to be present in each set of minutes Include month, day, and year of the meeting Must demonstrate a focus on youth substance use preventionMust be the coalition’s minutes--not those of an outside agent applying on behalf of a coalitionInclude as Attachment 3 in your application RFA pg. 11

Coalition Minutes TipsCheck the month, date & year to ensure compliance with the required timeframes Define attendees by name, sector represented, agency/organization representedIf the minutes do not reflect the name of the applicant organization, explain any variance in coalition name

Requirement 3: Mission Statement Coalition must have as its principal mission the reduction of substance abuse, with a primary focus on reducing youth substance useMust be the coalition’s mission--not that of an outside agent applying on behalf of the coalition Include your mission statement as Attachment 4 in your application RFA pg. 12

Mission Statement Tips Make it easy to locate within the application Put on a sheet of paper by itselfLabel it “Attachment 4: Coalition’s Mission Statement”Check to ensure that it clearly indicates youth substance use prevention is the mission of the COALITION

Requirement 4: Multiple Drugs“…developed a strategic plan to reduce substance use among youth, which targets multiple drugs of abuse”Multiple = more than 1Cannot be an “underage drinking” coalition that does not address other drugsDo not use the terms “ATOD”, “substances” or “substance abuse” to account for all substancesList multiple drugs in data question and in the Action Plan Evidence: Discuss as answer in Narrative Question 3 and in the Action Plan (Question 9) RFA pg. 12

Requirement 5: National Cross-Site Evaluation/Reporting SystemCoalitions must be able to measure & report outcomes in compliance with the National Cross-Site Evaluation of the DFC ProgramCoalitions must collect the four core measuresPast 30-day use, Perception of Risk/Harm of Use, Perception of Parental Disapproval and Perception of Peer DisapprovalOn four substancesAlcohol, Tobacco, Marijuana and Prescription Drugs In at least three grades 6th-12th Every two years RFA pgs. 13

Requirement 5: National Cross-Site Evaluation/Reporting SystemEach applicant must provide: Name of the survey instrument(s) used to collect four core measuresHow often/when will the survey(s) be administered?What, if any supplemental, survey(s) will be used Evidence: Answers are provided as Attachment 16 (See Appendix J)

Requirement 6: Legally Eligible EntityMust be an entity legally eligible to receive Federal funding Can be a coalition with 501(c)(3) statusCan be an outside agent acting on behalf of the coalitionEvidence: MOU or statement of legal eligibilityInclude as Attachment 5 in your application Use Sample MOU in Appendix F RFA pg. 14-15

Requirement 7: 1:1 MatchMust show a dollar-for-dollar match from non-Federal sources equaling amount of request from the Federal GovernmentCash (e.g., shared salary/benefit expenses for paid staff)In-kind/donated (e.g., office/meeting space, paper, copying services)Applicants serving Native American/American Indian communities with representation that includes at least one Native American member may include Bureau of Indian Affairs or Indian Health Service Federal funds as match Do not overpromise match Must account for every matched dollar to the Government Evidence: SF-424, Section 18, SF-424A, Budget Narrative (see Appendix A, Sample Budget) RFA pg. 16

DFC Match Requirements Funding Year & Match RequirementYears 1-6 = 100% Years 7-8 = 125% Years 9-10 = 150% RFA pg. 19

Requirement 8: Funding Request LimitNo more than $125,000/yearMake sure budget calculations are correct and do not exceed $125,000 for your Federal requestEvidence: SF-424, Section 18, SF-424A, and Budget Narrative RFA pg. 17

Requirement 9: Community Overlap Two coalitions may not serve the same community unless both have clearly demonstrated a plan for collaboration Go to www.whitehouse.gov/ondcp/Drug-Free-Communities-Support-Program to see if there is a DFC-funded coalition near you and reach out to that coalition to check for overlap Zip codes serve as the method for identifying potential overlaps In your application, state which zip codes you propose to serve and indicate any overlaps you have identified – clearly defining your area of focus with specific boundaries ( eg. Street names) Include in your application a signed letter explaining the overlap of zip codes , and how the coalitions plan to collaborate Evidence: Include Letter(s) of Mutual Cooperation as Attachment 6 and list zip codes served in Attachment 10 (Section E, Table 5, General Applicant Information chart) RFA pgs. 17-18

Community Overlap TipsMore than one coalition may serve an overlapping footprint provided they document mutual support Sector representatives may not represent more than one coalition at a timeIf two first-time applicants are applying for an overlapping grant, each must show support from the other

Requirement 10: One Grant at a TimeGrantee = Entity awarded a grant No more than one “regular” DFC grant per grantee or coalition at one timeEvidence: Include as Attachment 7, the signed Applicant Assurance of One Grant at a Time (See Appendix G) Coalition with 501(c)(3 ) status Outside Agent RFA pg. 18

Requirement 11: End of Grant Policy No coalition can receive DFC funding for more than 10 years Outside agents cannot seek funding for more than one coalition at a time or the same coalition for more than 10 years Evidence: Include as Attachment 8, the signed End of Grant Policy/Congressional 10-Year Funding Limit Policy (See Appendix H) RFA pg. 19

Review and Selection ProcessMust receive application on time (March 22, 2012)Screened for formatting, page limits and related HHS requirements Screened for S tatutory Eligibility Requirements If eligible, progresses to a Peer R eview process (3 reviewers per application) Rank ordered (average of the 3 scores) Funding decisions announced (August 2012)

Other Helpful TipsDO NOT wait until the last minute to apply. Problems can occur with both online and shipped applications that could result in your elimination from consideration.Paper submissions ensure reviewers see your information in the same order and format in which you created it. Therefore, ONDCP recommends you TYPE IT, PRINT IT, BOX IT and SHIP IT in accordance with the guidelines for submission of paper applications within the RFA.All applicants will be advised of receipt within 30 days

Other Helpful Tips 2If you use GRANTS.GOV to submit your grant, SAVE your confirmations & if you don’t get one, CALL THE HELP LINE IMMEDIATELY !SAMHSA will not accept paper back-up copies if GRANTS.GOV is usedwww.ondcp.gov/dfc

Grant Requirement: Reports Program Progress ReportsTwo times per yearCoalition Classification Tool Once a yearFinancial Status ReportOnce a year Financial Disbursement Report Four times per year Details at: www.whitehouse.gov/ondcp/information-for-current-grantees

Grant Requirement: Grantee Meetings New Grantee Meeting (3 days) All Year 1 and Year 6 grantees are required to send a minimum of two people (including the Program Director) to the mandatory New Grantee Meeting in Washington , DC in December, 2012 The Program Director is the person charged with daily oversight of the coalition Full details of this and any additional training requirements will be outlined in your Notice of Award, should you receive FY12 funding RFA pg. 6

Grant Requirement: Grantee Meetings CADCA’s National Coalition Academy (15 days) Only required for first-time grantees (Year 1) Must send 2 coalition members Residential setting Lodging provided dependent upon location Coalitions responsible for travel to/from site (airfare/rental car/personal car usage) and per diem For more information, go to: http://www.cadca.org/trainingevents/training_coalitions/national-coalition-academy RFA pg. 7

Attachments for the FY2012 DFC Request for ApplicationsRFA pgs. 38-42

Attachment 1: Sector Table Must use Table 23 exactly as provided in Appendix DMust list one person for each sector (12 total)Applicants will not score higher for providing more than 12 sector member names No single person can serve as more than one sector Youth must be age 18 or younger Use the “Specific Contribution to the Coalition” column to provide information about the specific assets of each sector member Provide the page number of the 1st page of the matching Coalition Involvement Agreement (CIA) in the last column of the Sector Table

Attachment 1: Sector TableCommon Problems with the Sector Table Sector representatives that do not match the named sector Adult with access to youth for youth sector not acceptable Random coalition volunteer for the Civic/Volunteer Group sector Give a community member for Law Enforcement sector—must be a sworn law enforcement officer Sector relevancy is not obvious

The Sector Table SectorSector Member NameOrganization Name & Role in OrganizationSpecific Contribution to CoalitionPage Number for First Page of Matching CIAYouth Tim Jones ABC High School Senior (age 17); President of the SADD Club Sits on Advisory Board; provides youth perspective; participates in youth training events 42Civic/Volunteer Group Jane SmithPresident, Sertoma Club Recruits outside volunteers to participate in coalition events (fundraiser, car wash, etc.) 52 State/Local/Tribal Government Agency w/ Expertise in Substance Abuse Alex LeeExecutive Director, ABC County Alcohol & Drug Council Bring expertise in the areas of drug prevention, intervention & treatment; funded by County Government 60 EXAMPLE: Attachment 1: Sector Table A number!! Does it make a direct link to the sector? If not explain! If it’s not obvious, make it so.

Attachment 2: Coalition Involvement Agreements (CIA) Use Table 24, provided in Appendix E, at the top of each CIA May use CIA template provided in Appendix E Provide only 12 CIAs that match the 12 sector members provided in Attachment 1 Applicants will not score higher for providing more than 12 CIAs CIAs are not legally binding documents Serve as proof of substantial sector member involvement Cannot be more than 12 months old at the time of application

Attachment 3: 2 Sets of Coalition MinutesMust be the coalition’s minutesCheck the date!Between January 1-September 30, 2011 Between October 1, 2011-March 22, 2012Provide month, date and year Must list each attendee & the sector he/she representsAll sectors do not have to be present at both meetings Must indicate the coalition's work on youth substance use prevention Just two sets—applicants will not score higher for providing more than two sets

Attachment 4: Coalition Mission StatementMust be the coalition’s Mission StatementPut on a single sheet of paper by itselfClearly label: “Attachment 4: Coalition Mission Statement” Ensure that it clearly indicates that the coalition’s mission includes the prevention of youth substance use

Mission Statement Examples Eligible :The mission of the ABC Coalition is to plan and implement strategies to prevent and reduce youth substance use and its associated consequences.Ineligible:The mission of the ABC Coalition is make our community safer for all who live in it by implementing strategies addressing health and wellness.

Attachment 5: Grantee/Coalition MOU or Statement of Legally Eligibility EntityScenario One :The coalition is it’s own 501(c) 3 and is legally eligible to apply for a DFC grant on its ownOn a single sheet of paper, labeled “Attachment 5: Statement of Legally Eligibility Entity”Write a statement indicating the coalition is a legally eligibility entity

Attachment 5: Grantee/Coalition MOU or Statement of Legally Eligibility EntityScenario Two: The coalition is partnering with an outside agency to serve as the legal applicant/grantee on its behalfMay use the sample in Appendix F for the Memorandum of Understanding between the partnering agency and the coalition Must have two signatures: one from the legal applicant/grantee and one from the coalition

Attachment 6: Letters of Mutual CooperationIf an applicant coalition is going to overlap zip codes with a current DFC grantee or an applicant applying in the same cycle, the following must be included in a Letter of Mutual Cooperation:Which zip codes overlapWhat the two (or more) coalitions will do to work togetherMust have one signature from all overlapping coalitions on the letterGo to www.whitehouse.gov/ondcp/Drug-Free-Communities-Support-Program for a list of current grantees

Attachment 7: Assurance of One Grant at a TimeUse the template in Appendix G exactly as it is providedHave the Authorized Official for the legal applicant/grantee sign the documentIndicates understanding that only one DFC grant can be awarded to a single grantee at any time Does not apply to DFC Mentoring Grants

Attachment 8: 10-Year Funding LimitUse the template in Appendix H exactly as it is providedHave the Authorized Official for the legal applicant/grantee sign the documentIndicates an understanding that a coalition cannot receive more than 10 years of DFC funding

Attachment 9: Resumes & Job DescriptionsInclude resume for Program Director & Project CoordinatorThese individuals can be the same personInclude the Job Descriptions for these positions Include resumes/job descriptions for key volunteer staff (if applicable) Cannot be more than 2 pages & must follow guidelines provided in Appendix N

Attachment 10: General Applicant Information (Section E chart)Use the chart in Section E, Table 5 exactly as provided (RFA pgs. 39-40)Answer all requests for informationRFA pgs. 39-40, Section E, Table 5

Attachment 11: Coalition Organizational ChartProvide the coalition’s organizational chart Should show leadership and structureMay include: task forces, committees and overall structure of the coalition RFA pg. 41, Section F

Attachment 12: Coalition’s Logic ModelMust be the applicant coalition’s Logic ModelAccepted in whatever current form it is inNo specific template/format is requiredFor technical assistance in developing a Logic Model, contact CADCA at 800-542-2322, ext. 240 RFA pg. 41, Section G

Attachment 13: Letter to Single State Agency (SSA)Include a letter to the Single State Agency (SSA) indicating that the applicant has informed the SSA contact person (State Single Point of Contact/SPOC) that an application for DFC funding has been submittedDoes not apply to American Indian/Alaska Native tribesSee Appendix M for additional instructions and the website to locate your State’s SPOC RFA pg. 41, Section H

Attachment 14: Forms, Certifications, Assurances and Disclosures Non-Construction Programs: Read the list of assurances & certifications on the SAMSHA website & check the box marked “I Agree” before signing the face page (SF 424 v2)Project Performance Site Location(s) Form: Is provided is the online application kit that you can download at www.samhsa.gov/grants/applicationkit.aspx Assurance of Compliance with SAMHSA Charitable Choice Statutes & Regulations Form SMA 170 : Is provided is the online application kit that you can download at www.samhsa.gov/grants/applicationkit.aspx Disclosure of Lobbying Activities : Standard Form-LLL found in the Grant Application Package is used. Applicants must sign and submit this form, if applicable. RFA pg. 24-25; 43, Section I

Attachment 15: Disclosure of Prior DFC FundingUse Appendix I exactly as providedComplete the requested information for both the legal applicant/grantee and/or the applicant coalitionIf multiple DFC grants for different coalitions have been received by a legal applicant/grantee, all must be included on this form Use the chart in the center of Appendix I and add rows as needed Must have two signatures: one from the legal applicant/grantee and one from the applicant coalition for this application RFA pg. 41, Section J

Attachment 16: DFC National Cross-site Evaluation RequirementsUse Appendix J exactly as provided (RFA pg. 76)Complete the three questions in the chartProvide the year of collection of the data supplied in Question 3 of the Project Narrative RFA pg. 42, Section K

Attachment 17: Congressional NotificationUse Appendix K exactly as providedInclude all of the information requested and in line with what is in the DFC application you are submitting“Project Description” cannot be more than 35 lines RFA pg. 41, Section L

Additional AttachmentsOnly Attachments 1-17 are requiredIf an applicant chooses to submit additional Attachments, they should be labeled and provided after Attachment 17 Do not send brochures, CDs, PowerPoints, or promotional items, as they will be discarded and are not sent to the Peer Reviewers Additional Attachments are not required, are not scored and will not affect the score of an applicant

Next to Last Page of the ApplicationChecklist found in the Grant Application PackagePlace as the next to last page of the application either immediately after Attachment 17 or after any additional Attachments the coalition chose to submit RFA pg. 42, Section M

Last Page of the ApplicationUse Appendix L exactly as provided Ensure that all documents are included that are listed in the chart in Appendix LAttach the checklist in Appendix L as the last page of the submitted application RFA pg. 42, Section M

Preparing the Application

Other Helpful TipsWrite your grant to read like a story of life in your community Watch your page count and allocate pages wisely based on point assignments for questionsNumber all of your pages (body and attachments)Application must have a consistent focus from Question 1 through Question 12 and budgetGet your DUNS number as soon as possible (RFA pg. 21)

Why Applicants Fail to Get FundedMake sure you use the correct RFA…For FY2012, the Funding Opportunity Number on the cover page is SP-12-001 Not one from a previous yearDo not make up your own questionsDo not mix RFA questionsSome from one year and some from another Follow the RFA for the correct year as it is written using all provided templates where required

Other Helpful TipsApplicant must focus on environmental strategies and population-level change (Section 3.2, pgs. 3-4)For information on what are/are not considered environmental prevention strategies, go to www.cadca.org/files/Beyond_the_Basics_EnvironmentalStrategies.pdfAction Plan must have the following: Measureable objectives that related to the problems identified in Question 3Specific strategies/activities for specific drugs Clearly identifiable environmental strategies related to the objectives Realistic and feasible actions for the applicant community to take

Preparing the ApplicationYour application will be peer reviewed according to the Application Scoring Instructions in the RFA (pgs. 29-31)Project Narrative can be no more than 30 pages No limit for budget and attachments Retype all 12 bolded questions exactly as they appear in the RFA (Section A, Project Narrative, pgs. 32-38) Responses to questions should build upon each other

Preparing the ApplicationFont must be Times New Roman, 12 pt fontCharts/tables can be 10 pt font (unless electronically submitted)Black and White (no color) 1” margins on all pages Single-spaced One column One sided All pages must be numbered consecutively from beginning to the end Hand number if necessary

Responding to the Request for ApplicationsProject Narrative Section A, pgs. 32-37

Community Overview Required, though not scoredDoes not count toward 30-page limitNo more than 1 page in length Paints a picture of the community, including demographics and aspects of diversity such as age, race, ethnicity, gender, socioeconomic status, and culture Tells the story about what it is like to live in your communityProvides a historical perspective if there have been significant shifts or events RFA pg. 32

Section A: Narrative Questions Maximum score: 90 points12 questionsBolded questions are followed by bullets that MUST be addressed within each response Applicants can provide information beyond the bullets, but must address each bullet If a coalition, for some reason, cannot fully address a bullet, explain why Format responses by typing only the bolded question , followed by complete answer

Question #1 What is the coalition’s history in terms of development and addressing youth substance use? History of the coalition (i.e., why the coalition started, initial community concern(s )) Explanation of when and how youth substance use prevention was included or added to the coalition’s focus (i.e., community assessment efforts, accomplishments to date ) Coalition’s evolution over time, including response to changing community situations (if any) RFA pg. 32

Question #2 What are the coalition and community structures that support the processes necessary to address youth substance use? Current structure of the coalition's board, committees and/or task forces Current processes for decision-making related to the coalitions efforts to reduce youth substance use (reflected in the Action Plan in question 9) Current processes for financial decision-making by the coalition, to include input from grantee/legal application (if different from coalition) Coordination with the existing agencies, organizations, services and community leaders Efforts to ensure volunteer leadership and execution of coalition strategies RFA pgs. 33

Question #3 What are the community’s youth substance use-related problems and the coalition’s prioritization of those problems? Prevalence of use, including current core measures data, if available Social indicator data related to youth consequences of substance use Processes the coalition used to prioritize problems based on data and other information Identified youth substance use prevention/reduction priorities; clearly identify at least two substances the coalition will address RFA pg. 33

Question #4 What factors/local conditions contribute to or increase the community’s youth substance use-related problems? Existing environmental conditions and/or policies and practices (e.g., increased accessibility and availability of substances, deficient licensing laws ) Community norms (e.g., denial, lack of readiness, parental approval, community climate ) Other community factors (e.g., geographic conditions, economic conditions) RFA pg. 33

Question #5 What resources are available in the community to address youth substance use and how will being awarded a DFC grant leverage available resources and fill in where there are gaps? Human , social, fiscal and other types of capital (i.e., volunteers, community organizations/agencies, existing prevention programs/efforts, match dollars, in-kind donations ) Training and/or technical assistance available to bolster the coalition Use of DFC funding and resources to increase community involvement in solving identified problem(s) Other community systems and structures that are impacted by or have an impact on youth substance use RFA pg. 34

Question #6 Up to this point, how has the coalition used the information collected to inform and mobilize the community and will that change if award a DFC grant? Data analysis and process for selecting relevant data to share with the community Process for translating and packaging data for the community to understand local issues related to youth substance use Communication mechanisms (e.g., public forums, media channels, social media) How will the award of a DFC grant improve community knowledge and action RFA pg. 34

Explain for each member of the 12 sectors listed in the Sector Table (Attachment 1) why he/she is the best representative to ensure successful implementation of the coalition’s Action PlanExplain the recruitment and current engagement of other coalition members that also represent the 12 sectors and/or outside of the 12 sectorsRecruitment and retention efforts to date and plans for future recruitment and retention, including those specific to youth involvement Current and future leadership development for coalition membership Question #7 How does the coalition engage, recruit and retain volunteers/partners, including the required 12 sector members? RFA pg. 34

Question #8 How will the coalition ensure cultural competence in its youth substance use prevention efforts? Describe the community’s diversity, including race, ethnicity, age, gender, socioeconomic status, sexual orientation, etc . Coalition’s efforts to recruit members that represent special populations within the community Degree to which coalition membership reflects the diversity of the community Training for coalition members on cultural/diversity issues Messages and materials for various community populations and implementation methods for reaching all populations RFA pg. 34-35

Question #9 What is the coalition’s plan for addressing youth substance use during the first 12 months of the DFC grant award? RFA pg. 35 Highest point allotment within the RFA (15 points) Use template found in Table 4 on pg. 36 of the RFA Must be included within the Project Narrative Counts toward the 30-page limit Must include a comprehensive approach to identified problems and must include environmental prevention strategies DFC Goal 1: include objectives, strategies, and activities that will strengthen the coalition’s internal capacity, as well as increase overall community collaboration DFC Goal 2: include objectives, strategies, and activities that will impact youth substance use; address each specific substance within the Action Plan that the coalition will address in the next 12 months

Question #10 How will the key staff (paid/unpaid) and volunteer leadership ensure the implementation of the activities in the Action Plan through shared work efforts? RFA pgs. 37 Role of coalition members, key staff, and grantee/legal applicant (if applicable) in implementing the Action Plan Role of coalition members, key staff, and grantee/legal applicant (if applicable) in monitoring the Action Plan Identification of known barriers and challenges and the process to address them, including modifying the Action Plan Plan for keeping the community, including community leaders and other stakeholders, informed of progress toward implementation, adjustments and actions related to the Action Plan

Question #11 How will the coalition measure its impact in achieving the objectives provided in the Action Plan in the community? Determination of data for substance use-related problems to be collected on an ongoing basis to measure the impact of the Action Plan on stated objectives Processes to be used to collect and analyze data (e.g., frequency of data collection, use of coalition members/partners in data collection and analysis) How data will be used to adjust/update/improve the Action Plan on an ongoing basis How and with what frequency will progress be communicated to the community at large RFA pg. 37

Question #12 How will this community be different in five years as a result of activities led by the coalition? Critical roles and functions of the coalition as a community convener Critical roles and functions of the coalition in creating community change Ensuring institutionalization of efforts Sustainability efforts to ensure that the activities of the coalition will be sustained over time Address coalition longevity and succession planning Ensuring human, social and fiscal capital (volunteer and partner engagement) RFA pg. 37

Responding to the Request for ApplicationsBudget Narrative Section B

Section B: Budget Narrative Maximum score: 10 pointsProvide a one-year budget narrative that includes: Budget detailsJustifications Description of matching resourcesAdditional support received by the coalition Provide a budget projection for each of the remaining grant years in the 5-year cycle Use the template provided in Appendix A

Budget Evaluation Criteria Budget items (Federal request and non-Federal match) must align with the activities outlined in the proposed Action Plan (RFA Question #9) and the DFC Program prioritiesReview the Budget Evaluation Criteria in the RFA for the 10-point scale used to score the Budget Narrative by Peer Reviewers

Responding to the Request for ApplicationsApplication and Budget Requirements

Division of Grants ManagementThe Division of Grants Management (DGM) conducts an administrative review of the applicationDGM conducts a cost analysis of the applicant’s budget, negotiating with applicant to make changes if necessaryDGM conducts a Financial Capability Review of potential grantee organization

Documents Needed to Apply2012 DFC Request for Applications (RFA) No. SP-12-001Grant Application Package

Budget See RFA Appendix A, pgs. 48-66: Sample Budget for 1st year of a 5-year grant cycleComponentsBudget DefinitionsSample Budget and Narrative JustificationBudget SummaryCalculation of Future Budget Periods No more than $125,000/year

Budget TerminologyAuthorized Official : Individual in applying agency with fiduciary authorityProgram Director: An individual with provided daily oversight of the grantProject Coordinator: An individual who coordinates coalition services and DFC project activities Business official: Individual who oversees the business aspects of the grant RFA pgs. 48-49

Budget TerminologyApplying agency: Organization which agrees to serve as the grantee Legally responsible for the programmatic and fiscal requirements of the grantHas an active role in the administration of the grant (not pass through funds to another group)The coalition must have reduction of substance abuse as its principal mission

Non-Federal MatchingMatching is not required on a category by category basisIn-kind donations may be used as matchingFederal funds or Federal funds passed through a State or local government may not be used as matching Applicants with representation that includes at least one Native American member may include Federal funds as match Matching cannot be claimed for costs that are not allowable using Federal funds

Budget Categories & SummaryPersonnel Fringe BenefitsTravelEquipmentSuppliesContractual Construction – Not allowed Other Indirect Costs

Budget Categories & SummaryDirect Costs - costs that can be identified specifically with a particular sponsored projectIndirect Costs - costs incurred for common or joint objectives that cannot be identified specifically with a particular project or program. These costs also are known as “facilities and administrative costs”

Budget Categories & SummaryIndirect Costs – If you: Have a negotiated rate agreement, include the document in the application packageDo not have a negotiated rate agreement, you cannot claim indirect costs using a rate; however, you can charge the costs directly Wish to obtain a rate, go to http://rates.psc.gov for assistance RFA pg. 46

Calculation of Future Budget PeriodsBudget increases and decreases must be explained and justifiedApplicants must show projected Federal request and non-Federal match RFA pg. 58 , Table 21 & RFA pg. 59 , Table 22

Where Do I Get the Grant Application Package ? To obtain copies of the Grant Application Package and all other forms, go to: www.samhsa.gov/grants/apply.aspx

Completing the ApplicationThe Application contains: Application for Federal Assistance SF-424, Budget form SF-424A (Non-Construction Programs), Checklist, Disclosure of Lobbying Activities, if applicable and the Project/Performance Site Location(s) form Before completing, read the Request for Applications (RFA) # SP-12-001 Read all instructions If required application forms are not submitted, the application will not be reviewed. RFA pg. 65 Appendix B

SF 424 (exp. 03/31/2012)

SF 424 (exp. 03/31/2012)

Face Page - SF-424 (exp. 03/31/2012) Item 8/Legal Name = Applying agencyApplicants’ EIN and DUNS number must be used. To obtain DUNS number, call 1-866-705-5711or go to http://www.dnb.com/us Applicants must be registered in the Central Contractor Registration (CCR) prior to submitting the application.

Face Page - SF-424 (exp. 03/31/2012) The DUNS number used on your application must be registered and active in the CCR prior to submitting your application. Allow at least two weeks (10 business days) for completing the registration. View your CCR registration status at http://www.bpn.gov/CCRSearch/Search.aspx Additional information on the CCR is available at https://www.bpn.gov/ccr/default.aspx (RFA pgs. 21-22 ) Grant funds cannot be passed through to the coalition as the grantee is legally and fiscally responsible for the grant It is expected that this is a long-term relationship between the grantee and the coalition (RFA pg. 70, Appendix F)

SF 424 (exp. 03/31/2012)

SF 424 (exp. 03/31/2012)

Face Page - SF-424 (exp. 03/31/2012)Catalog of Federal Domestic Assistance Number: 93.276CFDA Title: Drug Free Communities Support ProgramFunding Opportunity Number: SP-12-001Title: Drug Free Communities Support Program

SF 424 (exp. 03/31/2012)

SF 424 (exp. 03/31/2012)

Face Page SF-424 (exp. 03/31/2012)Example Proposed project:Start Date: 9/30/20xxEnd Date: 9/29/20xx (usually 5 years)Subject to Executive Order 12372Intergovernmental Review of Federal ProgramsGo to http://www.whitehouse.gov/omb/grants_spoc to reference list of states affected by EO 12372 Authorized signature: Person legally responsible for application and grant funds

SF-424A

Budget InformationNon-Construction Programs (SF-424A) Section A: Leave blankSection B: Budget categories same as budget summary Column 1: Federal funds request Column 2 : Non-Federal matching Program Income: Income generated from grant-funded activities

www.ondcp.gov/dfc SF 424A

Section C: CompleteAlso enter into “Estimated Funding” on SF-424 Face Page Items 18 b through f Section D: Leave blank Budget Information Non-Construction Programs (SF-424A)

Section E: Budget Estimates of Federal Funds Needed for Balance of the Project16(a) Grant Program = DFCSP 16(b-e) additional years (taken from Calculation of Future Budget Periods) – First is year 2 or 7, etc. Section F: CompleteIf Indirect Costs are requested, Indirect Cost Rate Agreement must be submitted Budget Information Non-Construction Programs (SF-424A)

Checklist

Checklist (cont.) Type of ApplicationIf applying for Year 6, with NO BREAK in funding, check “Competing Continuation”All other applicants, check “New”Part A HHS Form 690 – Assurance of ComplianceLocated at http://samhsa.gov/Grants/ApplicationKit.aspx Sign and mail to HHS Office of Civil Rights

Checklist (cont.)

Checklist (cont.) Part B Public Health Systems Impact Statement (RFA– Application and Submission Requirements)Intergovernmental review - Executive Order (EO) 12372 Go to http://whitehouse.gov/omb/grants_spoc to reference list of States affected by EO 12372

Checklist (cont.)

Checklist (cont.) Part C Name of Business Official: Authorizing Official or individual designated by the Authorizing OfficialInclude the full addressName of Program Director: Include the full address This should be the same person as Item 8f of SF-424 Address : Must be physical location, not a P.O. Box

Checklist (cont.)

Checklist (cont.)Part D Private Non-profit Organization: Evidence of non-profit status must be provided with the applicationCheck the appropriate boxes and submit required documentation with the application, including EIN verification from the IRS

Disclosure of Lobbying Activities

Disclosure of Lobbying ActivitiesThe SF-LLL must be signed and submitted with the application, if applicable.If there are:Lobbying activities, complete SF-LLL, sign and submit with application.

Assurance of Compliance with SAMHSA Charitable Choice Statues and Regulations – SMA 170 (found at www.samhsa.gov) Project Performance Site Location(s) FormApplicants must register with Central Contract Registration (CCR) at www.bpn.gov/CCR The DUNS number used on your application must be registered and active in the CCR prior to submitting your application. Allow at least two weeks (10 business days) for completing the registration . RFA pg. 23 Other Forms and Registrations

Application Formatting RequirementsUse the Grant Application Package: Application for Federal AssistanceNumber of pages: 30-page limit for narrative and no limit for budget & attachmentsPaper size: 8.5 X 11 Type size: Times New Roman 12-point Charts/Tables can be done in 10-point font on paper submissions ONLY Page layout: 1 inch margins Single-spaced One column Black ink One-sided (RFA pgs. 60-61)

Application Formatting RequirementsAll pages should be numbered consecutivelyAdhere to funding limits, including both Federal share and matching (see budget section of this presentation)Send original and two copiesDo not use staples, paper clips, or fasteners

Submitting Application Application cannot be faxed, hand carried, or emailedUse a carrier listed in RFA

Submitting Application (cont.)On-line submission – http://www.grants.gov DUNS number requiredAt least two weeks prior to submitting the application, applicant must register or renew their registration at http://www.grants.govOn-line tutorial is provided for submitting applications on grants.gov RFA pgs. 67-68

The Drug Free Communities Support Program- CSAP Where can I get additional materials? SAMHSA’s National Clearinghouse on Alcohol and Drug Information (NCADI), call 1-800-729-6686 or go to http://ncadi.samhsa.govhttp://www.samhsa.govhttp://www.grants.gov

For Additional SPF or Coalition Support Contact CADCA’s National Coalition Institute for technical assistance related to the Strategic Prevention Framework (SPF) or other COALITION-related issues CADCA’s Technical Assistance Manager Phone: 800-54-CADCA, ext. 240 Email: training@cadca.org **Do not call CADCA for specific RFA assistance. Use the information on the next slide for specific RFA questions.

For Additional RFA Support RFA/Program Questions:DFC RFA Hotline TeamDivision of Community Programs240-276-1270dfcnew2012@samhsa.hhs.gov Grants Management Questions: Virginia Simmons, Grants Management Officer SAMHSA, Division of Grants Management240-276-1422 Virginia.simmons@samhsa.hhs.gov

Financial Capability

Financial Capability Reviews –What are they?Assessments of applicants’ financial management systems (FMS) to determine if they are capable of adequately administering Federal awards

Financial Capability Reviews –Why are they important? Financial capability reviews identify weaknesses in applicants’ FMS, which are required to be corrected Grantee organizations with adequate FMS are less likely to be the victims of fraud, waste, and abuse Grantees with adequate FMS are more likely to achieve their programmatic objectives

Financial Capability Reviews –How are they conducted? The Financial Advisory Services Officers review either: A recent report on an audit performed in accordance with OMB Circular A-133; or Accounting and personnel policies and procedures (P&P) along with the most recent financial statements (F/S) or IRS Form 990, Return of Organization Exempt from Income Tax

Financial Capability Reviews –Using a Recent OMB A-133 AuditF/S and Notes are reviewed for indicators of financial instability Notes to the F/S and A-133 audit report section are reviewed for significant issues

Financial Capability Reviews –Using P&Ps & F/S or IRS 990 P&Ps are compared to management controls within Grantee Financial Management Requirements (GFMR), which are based on administrative requirements (45 CFR Parts 74 & 92),cost principles (OMB Circular A-87 & A122), and HHS Grants Policy StatementThe GFMRs are available to applicants at http://www.samhsa.gov/grants/management.aspxF/S or IRS Form 990s are reviewed for indicators of financial instability