1. Format Presentation by seminar speaker ≈ 45 min Question and answer session ≈ 15 min This Webinar will be recorded and made available through our websites along with copies of the slides Please use the chat feature to ask questions. GRANT WRITING PREPAREDNESS: WEBINAR SERIES

2. GRANT WRITING PREPAREDNESS: WEBINAR SERIES A collaboration: Shared Action AIDS Project Los Angeles C4H Project Asian & Pacific Islander American Health Forum The California STD/HIV Prevention Training Center

3. GRANT WRITING PREPAREDNESS: WEBINAR SERIES Shared Action www.sharedaction.org C4H Project www.capacity4health.org The California STD/HIV Prevention Training www.stdhivtraining.org Logic Models 4/06/11 Selecting EBIs/PHS 4/11/11 Developing an Evaluation Plan 4/12/11 Grant Writing 4/15/11

4. TODAY’S WEBINAR: A Capacity Building Assistance Program at AIDS Project Los Angeles in collaboration with UCLA’s Center for HIV Identification, Prevention and Treatment Services WAS DEVELOPED BY:

5. Funded by The Centers for Disease Control and Prevention (CDC) to provide FREE trainings and one-on-one technical assistance for community-based organizations (CBOs) on: (1)Organizational Infrastructure and Program Sustainability, (2)Evidence-Based Interventions (EBIs) and Public Health Strategies, and (3)Monitoring and Evaluation.

6. INTRODUCTION TO THE GRANT WRITING PROCESS Rosemary C. Veniegas, Ph.D., Assistant Research Psychologist 6 Funded by the Centers for Disease Control and Prevention

7. Purpose To familiarize participants with grant preparation steps; To review examples drawn from recent available funding opportunities.

8. Types of Funding Businesses Private Foundations Public/Government – Local Health Jurisdiction – State – Federal

9. RFA References CDC Human Immunodeficiency Virus (HIV) Prevention Projects for Community-Based Organizations Funding Opportunity Number: CDC-RFA-PS10-1003 SAMHSA Capacity Building Initiative for Substance Abuse (SA) and HIV Prevention Services for At-Risk Racial/Ethnic Minority Young Adults Request for Applications (RFA) No. SP-10-004 These RFAs are now closed and are not accepting applications.

10. Grant Proposal Components Letter of Inquiry (Usually required for foundation proposal) Cover Form (Usually requested for government proposals) Cover Letter Table of Contents Executive Summary/Abstract Statement of Need/Background Project Description (Goals, Objectives, Target Group, Preliminary Data, Data Analysis, Methods, Evaluation) Budget/Budget Justification Organizational Information Conclusion/Summary Appendices and Attachments

11. Proposal Development Team Board member Executive Director Finance Manager Project Manager/Director Administrative staff Collaborative partners Reps from target population Grant writer(s) Proposal Coordinator

12. Work Plan / Timeline (Sample)

13. Letter of Interest Components Determined by funder State why your agency is a good fit for the funder Acknowledge prior funding (if applicable) Request the specific amount Describe the need and methods

14. CDC Human Immunodeficiency Virus (HIV) Prevention Projects for CBOs Letter of Intent (LOI) Prospective applicants are asked to submit a letter of intent (LOI) electronically at http://www.cdc.gov/hiv/topics/funding/PS10-1003 that includes the following information: – Name, address, and telephone number of the applicant’s executive director and a secondary contact – Statement identifying which category the applicant is applying under – Applicant information, including name, address, and DUNS number – Description of the proposed target population – Information about which interventions and services the applicant intends to implement through this program – Statement of whether the applicant intends to apply for the CBO Monitoring and Evaluation Project.

15. CDC Justification of Need Justification of need – HIV/AIDS data and needs assessment, especially health department data – Services provided, available – Target population – Risk factors – Responsiveness to HIV prevention plan

16. SAMHSA Statement of Need Statement of Need – Substance abuse and HIV in target population – Underlying risk factors – Other factors

17. Sample Statement of Need Stimulant-Using Men Who Have Sex With Men – According to the Public Health HIV/AIDS Program Epidemiology Report, as of May 31, 2009, MSM in general account for 77% of all HIV/AIDS cases in King County. Black MSM have a greater HIV seroprevalence rate and is more likely to have a late diagnosis of HIV than their White counterparts. The RARE Project (2003) found that heterosexually identified Black MSM, though hard to reach, were in need of specific prevention services. (see next slide, continued)

18. Sample Statement of Need (cont.) MSM at highest risk for HIV are those who engage in unprotected anal intercourse (UAI) with casual or anonymous sex partners of different or unknown serostatus. Co-factors that increase risk for these populations include substance use during sexual activity and high rates of other sexually transmitted diseases (STDs), such as syphilis, gonorrhea, Chlamydia, and herpes. Other risk behaviors include: individuals struggling with negotiating safer sex in serodiscordant relationships or who reduce safety in polyamorous or non-monogamous sexual relationships with trusted partners.

19. Sample Statement of Need What information is missing from the statement of need? (Hint: See CDC Justification of Need components) – Services Provided – Responsiveness to HIV prevention plan

20. Program Description Goals/Objectives Methods/Approach Outcomes Project timeline Staffing Evaluation Project sustainability

21. CDC Program Description Program Description – General and specific components – Effective behavioral interventions (EBIs) – Counseling testing and referral (CTR) – Comprehensive Risk Counseling and Services (CRCS)

22. SAMHSA Proposed Approach Proposed Approach – Purpose, Goals, Objectives – Evidence-based services or practices – Rationale for choosing above – Why service/practice is appropriate – Adaptations – How it will meet goals/objectives (include logic model) – Potential barriers – Sustainability plan

23. Sample Program Description Agency A will implement d-up for social networks of African American men who have sex with men in identified geographic areas of severe need including University City and Millcreek-Parkside. In addition, we will conduct social network HIV counseling, testing and referral (CTR) using rapid HIV tests for up to 1,000 men in an identified social network. We will collaborate with local businesses and community leaders to promote CTR.

24. Goals Broad statements of desired overall outcomes Related to the organizational mission Example: Eliminate disparity among Medicaid enrollees and privately insured consumers’ use of prenatal care in Fertile County

25. Objectives: SMART Specific Measurable Achievable Relevant to the mission Timed Challenging

26. SMART Objectives By the end of the contract term 80 %of clients being tested for HIV At the HIV Clinic will complete a satisfaction survey WHEN HOW MUCH FOR WHOM WHERE IN WHAT Measurable objectives should be REALISTIC!!

27. Sustainability Past history of funding Funding across multiple years vs. single year funding Diversified funding Funding for multiple complementary programs Institutional stability Low staff turnover Proposed program is good fit with mission and capacity

28. Sample Sustainability Agency X has been funded to conduct primary health care services for medically underserved areas since 2000. Our mission is to provide health and social services in communities with health disparities. We currently receive SAMHSA, health department and private foundation funding to operate HIV prevention services through 2014. The agency has been in existence since 1990. Staff turnover in our HIV prevention programs is less than 10% compared to 50% among other similar agencies.

29. Target Population Describe the demographics of the population served Risk Factors: Attitudes, beliefs, behaviors, culture Co-morbidity: Behavioral, psychological, and or socioeconomic situations that indirectly put the target population at higher risk

30. Logic Model Systematically links all program aspects Ensures that activities help you meet objectives Lists Inputs, Activities, Outputs, Outcomes, and Impact Example Exercise

31. CDC Logic Model

32. SAMHSA Logic Model

33. Program Staffing Elements Job title Level of effort Annual salary Responsibilities Experience Training needs Reporting relationships Organizational chart

34. Sample Staffing for CRCS Prior work experience in HIV services Trained on CRCS Prior experience working with people with mental health issues and making referrals appropriate providers Additional mental health background is a bonus No more than 20 clients for each full- time (or equivalent) CRCS provider.

35. Staffing Checklist Is the staffing plan realistic, given the objectives and project plan? Are the FTEs and salary ranges reasonable to successfully implement the project? If not, will the organization be able to hire the needed staff? Are the responsibilities and qualifications (community competence, methodological expertise) of all project positions clearly defined? Do they correspond to the activities outlined in the project narrative and evaluation plan?

36. Organizational Capacity Explain who you are, mission, services provided, history, accomplishments. Emphasize why your organization is the best candidate for a grant.

37. CDC Applicant Infrastructure Applicant Infrastructure, Experience and Capacity – History and services – HIV prevention services current and past – Measures of programmatic effectiveness – Staff experience working with target population – Agency infrastructure to manage award

38. Organizational Capacity POL History of serving gay and bisexual men Social network testing funding STD screening funding Use of local health jurisdiction web- based data entry

39. SAMHSA Staff and Experience Staff Management and Relevant Experience – Capability and experience – List of positions – Experience with racial/ethnic populations – Resources available

40. Collaboration/Coordination Collaboration involves the joint delivery of project services and involves sharing financial resources Coordination of project services involves information sharing, client referrals and joint training/planning, without sharing financial resources.

41. CDC Coordination/Collaboration Coordination and Collaboration with the State and Local Health Departments and Community Planning Groups – Participation – Partner Services – STD, Hepatitis, TB Capacity Building – Identified needs in targeted areas

42. Program Evaluation - Process Process evaluation: assessment of program’s conformity to its design, implementation for reaching the intended audience Process monitoring: routine documentation of services provided, resources used and population served

43. Program Evaluation - Outcome Outcome evaluation: Measures the effects of a program against its intended goals. Measures the actual changes in a group. Shows that the intervention caused these changes. Outcome monitoring: collection of data on knowledge, attitudes and beliefs before, during and after program.

44. Evaluation Tools CDC Implementation Planning Tool CDC Monitoring and Evaluation Key Activities

45. Budget Preparation Checklist Nothing in the budget should go unexplained. Includes all items paid for by other sources Includes contributions of volunteer time Details fringe benefits (health and life insurance) Includes consultant fees Separately details all non-personnel costs Is sufficient to perform all tasks in the narrative

46. CDC Budget Guidelines Salaries and Wages Fringe Benefits Consultant Costs Equipment Supplies Travel Other Indirect Costs

47. Submitting the Proposal - Paper Overnight delivery: Do not assume it is the best or most secure way to deliver proposal US Postal Service: Send way in advance, certified or return receipt Hand delivering: Allow time for traffic, building security- sometimes it is not even allowed

48. Submitting the Proposal: Electronic Electronic submission: Detailed guidelines provided by funder Often more complex than other submission processes Example: Grants.gov Once the proposal is sent, there is a 48 hour time period for monitoring the application to make sure process is complete

49. CDC on Grants.gov

50. CDC Project Abstract Summary

51. Grant Review Process The people reviewing your grant may vary-- foundation staff, stakeholders, funders from other programs Primary, secondary, tertiary reviewers Each application may only get a few minutes of discussion Often there is one review coordinator who complies all scores and comments, and summarizes and responds to appeals to decisions

52. Contact Information Rosemary C. Veniegas, Ph.D., Assistant Research Psychologist (310) 794-0619 ext. 243 RVeniegas@mednet.ucla.edu www.sharedaction.org 52 Funded by the Centers for Disease Control and Prevention

53. THANK YOU!

54. GRANT WRITING PREPAREDNESS: WEBINAR SERIES Shared Action www.sharedaction.org C4H Project www.capacity4health.org The California STD/HIV Prevention Training www.stdhivtraining.org Logic Models 4/06/11 Selecting EBIs/PHS 4/11/11 Developing an Evaluation Plan 4/12/11 Grant Writing 4/15/11