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DRUG FREE COMMUNITIES SUPPORT PROGRAM FY2012 Grant Application Workshop

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DRUG FREE COMMUNITIES SUPPORT PROGRAM FY2012 Grant Application Workshop

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  1. DRUG FREE COMMUNITIES SUPPORT PROGRAMFY2012 Grant Application Workshop Executive Office of the President of the United States White House Office of National Drug Control Policy & Substance Abuse and Mental Health Services Administration

  2. Goals of the DFC Program • To establish and strengthencollaboration 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 useamong 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

  3. Theory of the DFC Program • A small amount of Federal funding combined with a local match of resources and volunteer support can reduce youth drug use • By 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 changeultimately contributes to reductions in substance use among youth, and over time, substance abuse among adults

  4. DFC is Community Focused DFC-funded coalitions: • develop and implement a plan that is community-focused; not focused only on individuals • focus 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

  5. 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

  6. FY2012 Funding Projection Based on a $92M Congressional Appropriation: • DFC first funds Continuation Awards then uses the remainder of the appropriation for New Awards • DFC 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 30new DFC grants will be awarded in FY2012 RFA pgs. 1 & 7

  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

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

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

  10. ELIGIBILITY REQUIREMENTS Table 2: Statutory Eligibility Requirements RFA pages 9-19

  11. Proving the Applicant Eligible • LABEL attachments so that eligibility screeners can easily find them • In order, as requested • Bold the title • Identify the Attachments (e.g., Attachment 1) • NUMBER the Attachment pages • even if you have to hand write the numbers • Table 2 addresses Statutory Eligibility Requirements and you must include evidence in Attachments 1-8, 16

  12. Proving Sector Involvement • RFA asks for 2 pieces of evidence related to sector involvement: • Sector Table • Use 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 2in your application RFA pgs. 9-10

  13. Requirement 1: 12 Sectors • Youth • a person 18 years of age or younger • Parent • Mother/father/guardian/grandparent • Business • An individual actively involved in and/or connected to the local business community; Chamber of Commerce/business owner • Media • A 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

  14. Requirement 1: 12 Sectors • Law Enforcement • Chief of Police/Sheriff • Religious/Fraternal Organizations • Pastor/Rabbi/Imam/Interfaith Leader • Civic/Volunteer Groups • Sertoma 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

  15. 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

  16. Sector Table Tips • List one name per sector • Give the name of the individual that is most capable of leveraging resources of that sector • No single person can represent more than 1 sector • Use the “Specific Contribution to the Coalition” column to provide context as to how the individual serves the coalition/community • Be specific for each person and sector • Sector member name must match the individual signing the CIA for that sector RFA pg. 9

  17. Coalition Involvement Agreement Tips • Provide 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 provided • CIA cannot be more than 12 months old at the time of application • CIAs 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 CIA • Must include Table 24 at the top of each CIA • List the 1st page number of each CIA in the last column on the Sector Table RFA pgs. 9-10

  18. The Sector Table 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.

  19. Requirement 2: Six Months Existence • Two sets of coalition minutes are required • betweenJANUARY 1 & SEPTEMBER 30, 2011 • betweenOCTOBER 1, 2011 & MARCH 22, 2012 • Must include a list of all attendees by sector • All 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 prevention • Must be the coalition’sminutes--not those of an outside agent applying on behalf of a coalition • Include as Attachment 3 in your application RFA pg. 11

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

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

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

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

  24. Requirement 5: National Cross-Site Evaluation/Reporting System • Coalitions must be able to measure & report outcomes in compliance with the National Cross-Site Evaluation of the DFC Program • Coalitions must collect the four core measures • Past 30-day use, Perception of Risk/Harm of Use, Perception of Parental Disapproval and Perception of Peer Disapproval • On four substances • Alcohol, Tobacco, Marijuana and Prescription Drugs • In at least three grades • 6th-12th • Every two years RFA pgs. 13

  25. Requirement 5: National Cross-Site Evaluation/Reporting System • Each applicant must provide: • Name of the survey instrument(s) used to collect four core measures • How 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)

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

  27. Requirement 7: 1:1 Match • Must show a dollar-for-dollar match from non-Federal sources equaling amount of request from the Federal Government • Cash (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

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

  29. Requirement 8: Funding Request Limit • No more than $125,000/year • Make sure budget calculations are correct and do not exceed $125,000 for your Federal request • Evidence: SF-424, Section 18, SF-424A, and Budget Narrative RFA pg. 17

  30. 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-Programto 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

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

  32. Requirement 10: One Grant at a Time Grantee = Entity awarded a grant • No more than one “regular” DFC grant per grantee or coalition at one time • Evidence: 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

  33. 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

  34. Review and Selection Process • Must receive application on time (March 22, 2012) • Screened for formatting, page limitsand related HHS requirements • Screened for Statutory Eligibility Requirements • If eligible, progresses to a Peer Review process (3 reviewers per application) • Rank ordered (average of the 3 scores) • Funding decisions announced (August 2012)

  35. Other Helpful Tips • DO 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

  36. Other Helpful Tips 2 • If 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 used

  37. Grant Requirement: Reports • Program Progress Reports • Two times per year • Coalition Classification Tool • Once a year • Financial Status Report • Once a year • Financial Disbursement Report • Four times per year • Details at: • www.whitehouse.gov/ondcp/information-for-current-grantees

  38. 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

  39. 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

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

  41. Attachment 1: Sector Table Must use Table 23 exactly as provided in Appendix D Must 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

  42. Attachment 1: Sector Table • Common 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

  43. The Sector Table 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.

  44. 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

  45. Attachment 3: 2 Sets of Coalition Minutes • Must be the coalition’s minutes • Check the date! • Between January 1-September 30, 2011 • Between October 1, 2011-March 22, 2012 • Provide month, date and year • Must list each attendee & the sector he/she represents • All 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

  46. Attachment 4: Coalition Mission Statement • Must be the coalition’s Mission Statement • Put on a single sheet of paper by itself • Clearly label: “Attachment 4: Coalition Mission Statement” • Ensure that it clearly indicates that the coalition’s mission includes the prevention of youth substance use

  47. 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.

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

  49. Attachment 5: Grantee/Coalition MOU or Statement of Legally Eligibility Entity • Scenario Two: • The coalition is partnering with an outside agency to serve as the legal applicant/grantee on its behalf • May 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

  50. Attachment 6: Letters of Mutual Cooperation • If 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 overlap • What the two (or more) coalitions will do to work together • Must have one signature from all overlapping coalitions on the letter • Go to www.whitehouse.gov/ondcp/Drug-Free-Communities-Support-Programfor a list of current grantees