1. DRUG FREE COMMUNITIES SUPPORT PROGRAM FY2011 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. What We Hope You Learn Requirements of the DFC Support Program Responding to the FY11 Request for Applications Application and Budget Requirements

3. DFC At a Glance *as of 01/2011 the FY2011 Federal Budget is still pending before CongressFY2011 Appropriation: *as of 01/2011 the FY2011 Federal Budget is still pending before Congress 92% directly to local community coalitions92% of every dollar appropriated to DFC has gone directly to local community coalitions 741 grants 8,800 community volunteersFY2010 cohort had 741 grants in 49 States and 4 U.S. Territories/Protectorates with more than 8,800 community volunteers partnershipONDCP manages DFC in partnership with the Substance Abuse and Mental Health Services Administration (SAMHSA)

4. ($90M for FY08) ($4.5M) ($82.8M)($2M) ($2.7M)

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

6. DFC is Community Focused DFC-funded coalitions: community- focused –develop and implement a plan that is community- focused; not focused only on individuals changing the entire community beliefs, attitudes, perceptions, and practices –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. 6

7. 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 community- based coalitionsDFC grants are intended to support community- based coalitions RFA pg. 6

8. Goals of the DFC Program establish and strengthencollaborationTo 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 reduce substance useamong youthTo 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. 5

9. FY2011 Award Information still pending are subject change As of the release of this RFA the FY2011 Federal Budget is still pending before Congress, therefore projections for available funding and for the number of potential awards are based on a $95M appropriation (the 2010 level for the program) and are subject change based on passage of the final FY2011 Federal Budget. FY2011 Projections (based on $95M appropriation): $9.35million $9.35million is available for new DFC grants 75Approximately 75 new DFC grants will be awarded $125,000 per year for 5 years,Awards are for up to $125,000 per year for 5 years, known as a “funding cycle” RFA pgs. 10-11

10. FY2011 Award Information three categories To apply for a DFC grant, a coalition must fall into one of the following three categories: 1.Never 1.Never received a DFC grant lapse 2.Experienced a lapse in funding during a 5-year cycle Year 5 3.Completing Year 5 of the first DFC funding cycle in September, 2010 RFA pg. 10

11. The Grant Cycle January RFA publicMarch Applications Due March/April HHS format/requirement screening April Statutory Eligibility Screening Eligible?Ineligible?May/June Peer Review Process June/July Rank Ordered Late August Funding Decisions Announced September-November POs familiarizing new Grantees with DFC/NCA registration December Mandatory New Grantee Training

12. Who are Peer Reviewers? Primarily DFC granteesPrimarily DFC grantees in Years 1-4 or 6-10 formerCan be former DFC grantees TrainedTrained by ONDCP and SAMHSA to review the requirements of the FY2011 RFA and the goals of the DFC program human elementAdd a human element to the process –Do not make it hard for reviewers to find information –Lose the “fluff” “story”Want to read your “story” –Write application for one of your peers to read

13. ELIGIBILITY REQUIREMENTS Table 2: Statutory Eligibility Requirements RFA pages 12-22

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

15. Proving Sector Involvement 2 pieces of evidenceRFA asks for 2 pieces of evidence related to sector involvement: 1.Sector Table Table 22/Appendix D –Use Table 22/Appendix D Attachment 1 –Include as Attachment 1 in your application 2. Coalition Involvement Agreement (CIA) sample CIA/Appendix E, pgs 66-67Table 23 –Use sample CIA/Appendix E, pgs 66-67, Table 23 must be included Attachment 2 –Include as Attachment 2 in your application RFA Pgs. 12-13

16. Requirement 1: 12 Sectors 1.Youth 18 years of age or youngera person 18 years of age or younger 2.Parent Mother/father/guardian/grandparent 3.Business An individual actively involved in and/or connected to the local business community; Chamber of Commerce/business owner 4.Media A representative from a media outlet or other source where the community gets information 5.School Principal/Superintendent/Board Member 6.Youth-Serving Organizations Boys and Girls Club/4-H RFA pg. 12

17. Requirement 1: 12 Sectors 7.Law Enforcement Chief of Police/Sheriff 8.Religious/Fraternal Organizations Pastor/Rabbi/Imam/Interfaith Leader 9.Civic/Volunteer Groups Sertoma Club/Kiwanis Club Officer NOT a coalition volunteer, but someone representing a community-based civic/volunteer organization 10.Healthcare Professionals Doctor/Nurse/Dentist/Health Professional 11.State/Local/Tribal Government SSA/State Prevention or Treatment Director 12.Other Substance Abuse Organizations Prevention/treatment provider/recovery organization RFA pg. 12

18. Sector Table Tips one nameList one name per sector leveraging resources –Give the name of the individual that is most capable of leveraging resources of that sector single personNo single person can represent more than 1 sector “Specific Contribution to the Coalition”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 page number matching Coalition Involvement Agreement for that individual.Give the page number in the last column of the 1 st page of the matching Coalition Involvement Agreement for that individual. Sector member CIASector member name must match the individual signing the CIA for that sector. RFA pg. 64-65

19. Coalition Involvement Agreement Tips only the 12 that matchProvide only the 12 that match the names in the Sector Table (Attachment 1) Cannot be more than 12 months oldCannot be more than 12 months old at the time of application NOT legally bindingCIA’s are NOT legally binding documents but are a way for applicants to document sector member commitment. MUSTIf 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 Table 23 at the topMust include Table 23 at the top of each CIA 1st page numberList the 1st page number of each CIA in the last column on the Sector Table RFA pgs. 66-67

20. Requirement 2: Six Months Existence Two sets of coalition minutes are required 1.betweenJANUARY 1 & SEPTEMBER 30, 2010 1.between JANUARY 1 & SEPTEMBER 30, 2010 2.betweenOCTOBER 1, 2010 & MARCH 18, 2011 2.between OCTOBER 1, 2010 & MARCH 18, 2011 list of all attendees by sectorMust include a list of all attendees by sector NOT –All sectors do NOT have to be present in each set of minutes month,day,yearInclude month, day, and year of the meeting youth substance use preventionMust demonstrate a focus on youth substance use prevention coalition’sMust be the coalition’s minutes--not those of an outside agent applying on behalf of a coalition Attachment 3Include as Attachment 3 in your application RFA pgs 13-14

21. Coalition Minutes Tips month, date & yearCheck the month, date & year to ensure compliance with the required timeframes name, sector represented, agency/organization representedDefine attendees by name, sector represented, agency/organization represented explain any varianceIf the minutes do not reflect the name of the applicant organization, explain any variance in coalition name

22. Requirement 3: Mission Statement must have reduction of substance abuseprimary focus on reducing youth substance useCoalition must have as its principal mission the reduction of substance abuse, with a primary focus on reducing youth substance use coalition’sMust be the coalition’s mission--not that of an outside agent applying on behalf of the coalition Attachment 4Include your mission statement as Attachment 4 in your application RFA pgs14-15

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

24. Requirement 4: Multiple Drugs targets multiple drugs of abuse”“…developed a strategic plan to reduce substance use among youth, which targets multiple drugs of abuse” more than 1 –Multiple = more than 1 specifically –Name each drug specifically –Evidence:Narrative Questions 2 10 –Evidence: Discuss as answer in Narrative Questions 2 and 10 RFA pg. 15

25. Multiple Drugs Tips Question #2Clearly indicate the drugs the coalition will focus on in Question #2 Action Plan in Question #10Clearly indicate the drug being addressed within each specific objective/strategy/activity within the Action Plan in Question #10

26. Requirement 5: National Cross-Site Evaluation/Reporting System measure & report outcomesCoalitions must be able to measure & report outcomes in compliance with the National Cross-Site Evaluation of the DFC Program four core measures –Coalitions must collect the four core measures Past 30-day use, Age of Onset, Perception of Risk/Harm and Perception of Parental Disapproval three substances –On three substances Alcohol, Tobacco and Marijuana three grades –In at least three grades 6 th -12th two years –Every two years RFA pgs. 16

27. Requirement 5: National Cross-Site Evaluation/Reporting System mustEach applicant must provide: survey instrument(s) 1.Name of the survey instrument(s) used to collect four core measures often/when 2.How often/when will the survey(s) be administered? supplemental, survey(s) 3.What, if any supplemental, survey(s) will be used Evidence: Attachment 16 Appendix J, RFA pg. 76Evidence: Answers are provided as Attachment 16 (See Appendix J, RFA pg. 76) RFA pgs. 16

28. Requirement 6: Legally Eligible Entity entity legally eligible to receive Federal fundingMust be an entity legally eligible to receive Federal funding 501(c)(3) statusCan be a coalition with 501(c)(3) status outside agentCan be an outside agent acting on behalf of the coalition Evidence:Evidence: MOU or statement of legal eligibility Attachment 5Include as Attachment 5 in your application Appendix F, RFA pgs. 68- 67Use Sample MOU in Appendix F, RFA pgs. 68- 67 RFA pg. 17

29. Requirement 7: 1:1 Match dollar-for-dollar equaling amount of request from the Federal GovernmentMust show a dollar-for-dollar match from non-Federal sources equaling amount of request from the Federal Government –Cash –Cash (e.g., shared salary/benefit expenses for paid staff) –In-kind/donated –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 overpromiseDo not overpromise match account for every matched dollar –Must account for every matched dollar to the Government Evidence: Appendix A, pgs. 45-59Evidence: 424, 424A, Budget Narrative (see Appendix A, pgs. 45-59, Sample Budget) RFA pg. 18-19

30. DFC Match Requirements Funding Year & Match RequirementFunding Year & Match Requirement –Years 1-6 = 100% –Years 7-8 = 125% –Years 9-10 = 150% RFA pg. 22-23

31. Requirement 8: Funding Request Limit $125,000/yearNo more than $125,000/year –Make sure budget calculations are correct and do not exceed $125,000 for your Federal request Evidence:Evidence: 424, 424A, and Budget Narrative RFA pg. 20

32. Requirement 9: Community Overlap Two coalitions may not serve the same community unless both have clearly demonstrated a plan for collaboration – Go to http://www.ondcp.gov/dfc 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 zip codes you propose to serve –In your application, state which zip codes you propose to serve and indicate any overlaps you have identified explaining the overlap of zip codes – Include in your application a signed letter explaining the overlap of zip codes, and how the coalitions plan to collaborate Evidence:Letter(s) of Mutual Cooperation Attachment 6Attachment 10 Section E, pgs. 38-40: Evidence: Include Letter(s) of Mutual Cooperation as Attachment 6 and list zip codes served in Attachment 10 (Section E, pgs. 38-40: General Applicant Information chart) RFA pgs. 20-21

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

34. 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:Attachment 7 Appendix G, RFA pg. 72Evidence: Include as Attachment 7, the signed Applicant Assurance of One Grant at a Time (See Appendix G, RFA pg. 72) Coalition with 501(c)(3) status Outside Agent RFA pg. 21

35. Requirement 11: End of Grant Policy coalition 10 yearsNo coalition can receive DFC funding for more than 10 years agents one coalition same coalitionOutside agents cannot seek funding for more than one coalition at a time or the same coalition for more than 10 years Evidence:Attachment 8 Appendix H, pg. 73- 74Evidence: Include as Attachment 8, the signed End of Grant Policy/Congressional 10-Year Funding Limit Policy (See Appendix H, pg. 73- 74) RFA pg. 22

36. Review and Selection Process (March 18, 2011) 1.Must receive application on time (March 18, 2011) formatting, page limits 2.Screened for formatting, page limits and related HHS requirements Statutory Eligibility Requirements 3.Screened for Statutory Eligibility Requirements Peer Review 4.If eligible, progresses to a Peer Review process (3 reviewers per application) 5.Rank ordered 5.Rank ordered (average of the 3 scores) (Aug ust 2011) 6.Funding decisions announced (Aug ust 2011)

37. Other Helpful Tips TYPE IT, PRINT IT, BOX IT and SHIP ITPaper 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. SAVE your confirmationsIf you used GRANTS.GOV to submit your grant, SAVE your confirmations & if you don’t get one, CALL THE HELP LINE IMMEDIATELY! will not accept paper back-up copiesSAMHSA will not accept paper back-up copies if GRANTS.GOV is used. RFA pgs. 23-27; 60-63

38. Other Helpful Tips DUNS numberGet your DUNS number as soon as possible (RFA pg. 24) story of life in your communityWrite your grant to read like a story of life in your community page count allWatch your page count - don’t waste space – number all of your pages (body and attachments) Project Narrative on page 5 page 3531 pages! limit is 30!If you start the Project Narrative on page 5 of your application and go to page 35, you have submitted 31 pages! The limit is 30!

39. Other Helpful Tips consistent focusApplication must have a consistent focus from Question 1 through Question 13 and budget. environmental strategiespopulation-level changeApplicant must focus on environmental strategies and population-level change (RFA pgs. 6-7) specific strategies/activities for specific drugs named unrealisticAction Plan must have specific strategies/activities for specific drugs named and is not general or unrealistic (RFA pgs. 35- 36)

40. Why Applicants Fail to Get Funded? deadline (March 18, 2011)Miss the application deadline (March 18, 2011) Statutory Eligibility Requirements (pgs. 12-22)Applicant does not properly demonstrate that they meet the Statutory Eligibility Requirements (pgs. 12-22) dataApplicant fails to use data to describe the nature and extent of the problem in their community respond to the questionsApplicant fails to respond to the questions in the RFA in a clear and concise manner--”fluff”

41. Post-Funding Requirements requirements you must meet as a condition of your fundingIf you successfully compete for DFC funding in the FY2011 cycle, there are several important requirements you must meet as a condition of your funding requirementsThe following slides outline those requirements

42. Environmental Prevention Strategies are expected to plan and implement efforts that are considered “environmental strategies”DFC-funded coalitions are expected to plan and implement efforts that are considered “environmental strategies” as outlined in the applicant’s response to RFA Question 10, Table 4: 12-Month Action Plan. RFA pgs. 6-7

43. Grant Requirement: Reports Program Progress ReportsProgram Progress Reports –Two times per year Coalition Classification ToolCoalition Classification Tool –Once a year Financial Status ReportFinancial Status Report –Once a year Financial Disbursement ReportFinancial Disbursement Report –Four times per year Details at:Details at: –http://ondcp.gov/dfc/reportduedates.html

44. Grant Requirement: Grantee Meetings New Grantee Meeting New Grantee Meeting (3 days) minimum of two people mandatory New Grantee Meeting – 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, 2011 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 FY11 funding RFA pg. 9

45. Grant Requirement: Grantee Meetings CADCA’s National Coalition Academy CADCA’s National Coalition Academy (15 days) required for first-time grantees – Only required for first-time grantees (Year 1) 2 coalition members – Must send 2 coalition members – Residential – Residential setting – Food/room provided dependent upon location responsible for travel – Coalitions responsible for travel to/from site (airfare/rental car/personal car usage) http://www.cadca.org/trainingevents/training_coa litions/national-coalition-academy http://www.cadca.org/trainingevents/training_coa litions/national-coalition-academyFor more information, go to: http://www.cadca.org/trainingevents/training_coa litions/national-coalition-academy http://www.cadca.org/trainingevents/training_coa litions/national-coalition-academy RFA pg. 10

46. Preparing the Application

47. review criteriaYour application will be peer reviewed according to the published review criteria in the RFA (RFA pgs. 30-32) Project Narrative no more than 30 pagesProject Narrative can be no more than 30 pages No limit for budget and attachmentsNo limit for budget and attachments Retype all 13 bolded questions exactly as they appearRetype all 13 bolded questions exactly as they appear in the RFA (Section A, RFA pgs. 32-37) Responses to questions should build upon each other

48. Preparing the Application must be Times New Roman, 12 pt fontFont must be Times New Roman, 12 pt font –Charts/tables can be 10 pt font (unless electronically submitted) no colorBlack and White (no color) 1”1” margins on all pages SingleSingle-spaced OneOne column OneOne sided All pages must be numbered consecutivelyAll pages must be numbered consecutively from beginning to the end –Hand number –Hand number if necessary

49. Project Narrative Evaluation Criteria (RFA pgs. 30-32) review the points assignedApplicants need to review the points assigned to each of the 13 questions within the RFA 5-, 10- and 15-point scalesPeer Reviewers will use 5-, 10- and 15-point scales to score the questions scoring mechanismsReview the RFA for language on these scoring mechanisms

50. Responding to the Request for Applications Project Narrative Section A, pgs. 32-37

51. Community Overview not scoredRequired, though not scored Does not countDoes not count toward 30-page limit No more than 1 page in length demographicsPaints a picture of the community, including demographics and aspects of diversity such as age, race, ethnicity, gender, socioeconomic status, and culture Tells the storyTells the story about what it is like to live in your community historical perspectiveProvides a historical perspective if there have been significant shifts or events RFA pg. 32

52. Section A: Narrative Questions 90 pointsMaximum score: 90 points 13 questions13 questions bullets that MUST be addressed within each response –Bolded questions are followed by bullets that MUST be addressed within each response must address each bullet –Applicants can provide information beyond the bullets, but must address each bullet explain why –If a coalition, for some reason, cannot fully address a bullet, explain why typing only the bolded questioncomplete answerFormat responses by typing only the bolded question, followed by complete answer

53. Question #1 What is the coalition’s history in terms of development and addressing youth substance use? Coalition’s historyCoalition’s history of organizing around youth substance use prevention (i.e., coalition formation, activities/efforts conducted) Coalition’s evolution over timeCoalition’s evolution over time, including response to changing community situations when and how youth substance use prevention was includedExplanation of when and how youth substance use prevention was included in or added to the coalition’s focus RFA pg. 33

54. Question #2 What are the community’s youth substance use-related problems and the coalitions prioritization of those problems? Prevalence of usePrevalence of use, including current core measures data, if available Social indicator dataSocial indicator data related to youth consequences problem prioritization based on dataProcesses for problem prioritization based on data at least two named substancesIdentified youth substance use prevention/reduction priorities (must be at least two named substances)* * Statutory Eligibility Evidence RFA pgs. 15 & 33

55. Question #3 What factors/local conditions contribute to the community’s youth substance-use related problems? EnvironmentalEnvironmental conditions and/or policies and practices (e.g., accessibility and availability of substances,, licensing laws) Community normsCommunity norms (e.g., denial, lack of readiness, parental approval) Poor coordination insufficient involvementPoor coordination and/or insufficient involvement of existing agencies, organizations, services and community leaders RFA pg. 33

56. Question #4 What resources are available and/or lacking in the community to address youth substance use and how will being award a DFC grant leverage available resources and fill in where there are gaps? Volunteers, community-based organizations, partnerships, programs and other prevention efforts Financial resources (e.g., local agencies, foundations, ongoing efforts in the community) Training and/or technical assistance RFA pg. 33-34

57. Question #5 Up to this point, how has the coalition used the information collected to educate and mobilize the community? 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, etc.) RFA pg. 34

58. Question #6 How does the coalition engage, recruit and retain volunteers/partners, including the required 12 sectors? Recruitment and retention efforts to date and plans for future recruitment and retention, including those specific to youth involvement Current and future leadership development Access to community leaders and decision makers RFA pg. 34

59. Question #7 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. Degree to which coalition membership reflects the diversity of the community Training for coalition members on cultural issues Messages and materials for various community populations and implementation methods for reaching all populations RFA pg. 34

60. Question #8 How do the coalition’s key staff (paid or unpaid) and volunteer leaders (and grantee/legal applicant, if applicable) share work efforts? Explanation of how the grantee/legal applicant (if different from the coalition), key staff, and volunteers share the work of the coalition Individuals involved in decision-making and development planning, and in what capacity Leadership and committee structure (include Organizational Chart as Attachment 11), including selection process for elected leaders RFA pg. 34-35

61. Question #9 What will be the coalition's role in management coalition funding, including DFC funding if awarded? Role of grantee/legal entity (if applicable), key staff, and coalition members in budget development, monitoring grant funds, match documentation and making personnel decisions Systems, policies, and procedures related to financial decision-making RFA pg. 35

62. Question #10 What is the coalition’s plan for addressing youth substance use during the first 12 months of the DFC grant award? Use Plan Table on pgs.*; table must be included in Project Narrative and counts toward the 30-page limit 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 RFA pgs. 35-36

63. Question #11 How will the key staff (paid or unpaid) and volunteer leadership ensure the implementation of the activities in the Action Plan? Role of grantee/legal applicant (if applicable), key staff, and members in monitoring the Action Plan Identification of known barriers and challenges & the process to address them, including modifying the Action Plan Plan for keeping the community, including coalition members and community leaders, informed of progress toward implementation, adjustments and actions related to the Action Plan Determination of community collaboration and coalition strength measures (e.g., meeting attendance, sector involvement, member satisfaction survey results, key leader interviews) RFA pg. 36

64. Question #12 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 Processes to be used to periodically collect and analyze data noted above (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 in an ongoing basis RFA pg. 37

65. Question #13 How will the coalition maintain resources needed to achieve its long-term goals? Program sustainability efforts to ensure that the activities of the coalition will be sustained over time Address coalition longevity and succession planning Ensuring human capital (volunteer and partner engagement) Securing financial resources RFA pg. 37

66. Responding to the Request for Applications Budget Narrative Section B

67. Section B: Budget Narrative 10 pointsMaximum score: 10 points one-year budget narrativeProvide a one-year budget narrative that includes: –Budget details –Justifications –Description of matching resources –Additional support received by the coalition budget projectionProvide a budget projection for each of the remaining grant years in the 5-year cycle Appendix A, RFA pgs. 45- 59Use the template provided in Appendix A, RFA pgs. 45- 59 RFA pgs. 30, 31-32, 37

68. Budget Evaluation Criteria must align with the activities outlined in the proposed Action PlanBudget items (Federal request and non-Federal match) must align with the activities outlined in the proposed Action Plan (RFA Question #10) and the DFC Program priorities 10-point scaleReview the Budget Evaluation Criteria in the RFA for the 10-point scale used to score the Budget Narrative by Peer Reviewers RFA pg. 31-32

69. Attachments for the FY2011 DFC Request for Applications RFA pgs. 37-41

70. Attachment 1: Sector Table Table 22 exactly Appendix D, RFA pg.65Must use Table 22 exactly as provided in Appendix D, RFA pg.65 one person (12 total)Must list one person for each sector (12 total) will not –Applicants will not score higher for providing more than 12 sector member names NoNo single person can serve as more than one sector Youth18 or youngerYouth must be age 18 or younger “Specific Contribution to the Coalition”Use the “Specific Contribution to the Coalition” column to provide information about the specific assets of each sector member page number of the 1st page of the matching Coalition Involvement AgreementProvide the page number of the 1st page of the matching Coalition Involvement Agreement (CIA) in the last column of the Sector Table

71. Attachment 2: Coalition Involvement Agreements (CIA) Table 23, provided in Appendix E, RFA pgs. 66 top of each CIAUse Table 23, provided in Appendix E, RFA pgs. 66, at the top of each CIA MaytemplateAppendix E, pg. 67May use CIA template provided in Appendix E, pg. 67 only 12 CIAs match the 12 sector membersProvide only 12 CIAs that match the 12 sector members provided in Attachment 1 Applicants will not score higher for providing more than 12 CIAs notCIAs are not legally binding documents proof of substantial sector member involvementServe as proof of substantial sector member involvement CannotCannot be more than 12 months old at the time of application

72. Attachment 3: 2 Sets of Coalition Minutes (RFA pgs. 13-14) coalition’s minutesMust be the coalition’s minutes dateCheck the date! January 1-September 30, 2010 1.Between January 1-September 30, 2010 October 1, 2010-March 18, 2011 2.Between October 1, 2010-March 18, 2011 monthdateyearProvide month, date and year each attendee & the sectorMust list each attendee & the sector he/she represents –All sectors do not have to be present at both meetings indicatework on youth substance use preventionMust indicate the coalition's work on youth substance use prevention two setswill notJust two sets—applicants will not score higher for providing more than two sets

73. Attachment 4: Coalition Mission Statement (RFA pg. 14-15) coalition’s Mission StatementMust be the coalition’s Mission Statement single sheet of paperPut on a single sheet of paper by itself Clearly labelClearly label: “Attachment 4: Coalition Mission Statement” indicates prevention of youth substance useEnsure that it clearly indicates that the coalition’s mission includes the prevention of youth substance use

74. Attachment 5: Grantee/Coalition MOU or Statement of Legally Eligibility Entity Scenario OneScenario One: coalition is it’s own 501(c) 3 –The coalition is it’s own 501(c) 3 and is legally eligible to apply for a DFC grant on its own single sheet of paperOn a single sheet of paper, labeled “Attachment 5: Statement of Legally Eligibility Entity” statement indicating the coalition is a legally eligibility entityWrite a statement indicating the coalition is a legally eligibility entity RFA pgs. 17-18

75. Attachment 5: Grantee/Coalition MOU or Statement of Legally Eligibility Entity Scenario Two:Scenario Two: partnering with an outside agency legal applicant/grantee –The coalition is partnering with an outside agency to serve as the legal applicant/grantee on its behalf May Appendix F, RFA pg. 70 Memorandum of UnderstandingMay use the sample in Appendix F, RFA pg. 70 for the Memorandum of Understanding between the partnering agency and the coalition Must two signaturesMust have two signatures: one from the legal applicant/grantee and one from the coalition RFA pgs. 16-17

76. Attachment 6: Letters of Mutual Cooperation applicant coalition overlap zip codes current DFC grantee applicant applying in the same cycle, Letter 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: zip codes –Which zip codes overlap work together –What the two (or more) coalitions will do to work together one signature from all overlapping coalitions on the letter –Must have one signature from all overlapping coalitions on the letter RFA pgs. 20-21

77. Attachment 7: Assurance of One Grant at a Time Appendix G exactlyUse the template in Appendix G exactly as it is provided (RFA pg. 72) Authorized Official for the legal applicant/grantee signHave the Authorized Official for the legal applicant/grantee sign the document one DFC grant can be awarded to a single grantee at any timeIndicates understanding that only one DFC grant can be awarded to a single grantee at any time not –Does not apply to DFC Mentoring Grants RFA pg. 21

78. Attachment 8: 10-Year Funding Limit Appendix H exactlyUse the template in Appendix H exactly as it is provided (RFA pgs. 73-74) Authorized Official for the legal applicant/grantee signHave the Authorized Official for the legal applicant/grantee sign the document coalition cannot receive more than 10 yearsIndicates an understanding that a coalition cannot receive more than 10 years of DFC funding RFA pg. 22

79. Attachment 9: Resumes & Job Descriptions resumeProgram Director Project CoordinatorInclude resume for Program Director & Project Coordinator can be –These individuals can be the same person Job DescriptionsInclude the Job Descriptions for these positions resumes/job descriptionskey volunteer staffInclude resumes/job descriptions for key volunteer staff (if applicable) CannotCannot be more than 2 pages RFA pg. 38, Section D

80. Attachment 10: General Applicant Information (Section E chart) Section E exactlyUse the chart in Section E exactly as provided (RFA pgs. 38-40) allAnswer all requests for information RFA pgs. 38-40, Section E

81. Attachment 11: Coalition Organizational Chart coalition’s organizational chartProvide the coalition’s organizational chart leadershipstructureShould show leadership and structure MayMay include: task forces, committees and overall structure of the coalition RFA pg. 40, Section F

82. Attachment 12: Coalition’s Logic Model applicant coalition’s Logic ModelMust be the applicant coalition’s Logic Model whatever current formAccepted in whatever current form it is in No specific template/formatNo specific template/format is required technical assistance 800-542- 2322, ext. 240For technical assistance in developing a Logic Model, contact CADCA at 800-542- 2322, ext. 240 RFA pg. 40, Section G

83. Attachment 13: Letter to Single State Agency (SSA) 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 submitted notDoes not apply to American Indian/Alaska Native tribes Appendix M, RFA pgs. 80-81See Appendix M, RFA pgs. 80-81 for additional instructions and the website to locate your State’s SPOC RFA pg. 41, Section H

84. Attachment 14: Forms, Certifications, Assurances and Disclosures 1.Non-Construction Programs 1.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) 2.Project Performance Site Location(s) Form 2.Project Performance Site Location(s) Form: Is provided is the online application kit that you can download at www.samhsa.gov/grants/applicationkit.aspx www.samhsa.gov/grants/applicationkit.aspx 3.Assurance of Compliance with SAMHSA Charitable Choice Statutes & Regulations Form SMA 170 3.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 www.samhsa.gov/grants/applicationkit.aspx 4.Disclosure of Lobbying Activities 4.Disclosure of Lobbying Activities: Standard Form-LLL found in the HHS 5161-1 is used. If no lobbying activities are disclosed, write N/A and sign the form. RFA pg. 25-26; 41, Section I

85. Attachment 15: Disclosure of Prior DFC Funding Appendix I exactlyUse Appendix I exactly as provided (RFA pg.75) both the legal applicant/grantee and/or the applicant coalitionComplete the requested information for both the legal applicant/grantee and/or the applicant coalition multiple DFC grants all must be included on this formIf multiple DFC grants for different coalitions have been received by a legal applicant/grantee, all must be included on this form add rows as neededUse the chart in the center of Appendix I and add rows as needed two signaturesMust have two signatures: one from the legal applicant/grantee and one from the applicant coalition for this application RFA pg. 41, Section J

86. Attachment 16: DFC National Cross-site Evaluation Requirements Appendix J exactlyUse Appendix J exactly as provided (RFA pg. 76) three questions in the chartComplete the three questions in the chart year that the data supplied in Question 2Provide the year that the data supplied in Question 2 of the Project Narrative was provided under “Additional Information” RFA pg. 41, Section K

87. Attachment 17: Congressional Notification Appendix K exactlyUse Appendix K exactly as provided (RFA pg. 77) all of the information requestedInclude all of the information requested and in line with what is in the DFC application you are submitting cannot“Project Description” cannot be more than 35 lines RFA pg. 41, Section L

88. Additional Attachments 1-17requiredOnly Attachments 1-17 are required labeledafter Attachment 17If an applicant chooses to submit additional Attachments, they should be labeled and provided after Attachment 17 notDo not send brochures, CDs, PowerPoints, or promotional items not required not scored not affectAdditional Attachments are not required, are not scored and will not affect the score of an applicant

89. Next to Last Page of the Application ChecklistHHS 5161-1Checklist found in the HHS 5161-1 next to last pagePlace 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. 41, Section M

90. Last Page of the Application Appendix L exactlyUse Appendix L exactly as provided (RFA pgs. 78-79) all documents are included that are listedEnsure that all documents are included that are listed in the chart in Appendix L last page of the submitted applicationAttach the checklist in Appendix L as the last page of the submitted application RFA pg. 41, Section M

91. Responding to the Request for Applications Application and Budget Requirements

92. Division of Grants Management Division of Grants Management (DGM)The Division of Grants Management (DGM) conducts an administrative review of the application conducts a cost analysisDGM conducts a cost analysis of the applicant’s budget, negotiating with applicant to make changes if necessary conducts a Financial Capability ReviewDGM conducts a Financial Capability Review of potential grantee organization

93. Documents Needed to Apply No. SP-11-0022011 DFC Request for Applications (RFA) No. SP-11-002 HHS-5161-1Grant Application HHS-5161-1

94. Budget Appendix ASee RFA Appendix A, pgs. 45-59: Sample Budget for 1 st year of a 5-year grant cycle Components –Budget Definitions –Sample Budget and Narrative Justification –Budget Summary –Calculation of Future Budget Periods No more than $125,000/yearNo more than $125,000/year

95. Budget Definitions Authorized OfficialAuthorized Official : Individual in applying agency with fiduciary authority Program DirectorProgram Director : An individual with provided daily oversight of the grant Project CoordinatorProject Coordinator : An individual who coordinates coalition services and DFC project activities Business officialBusiness official : Individual who oversees the business aspects of the grant RFA pgs. 46-47

96. Budget Definitions Applying agencyApplying agency : Organization which agrees to serve as the grantee –Legally responsible for the programmatic and fiscal requirements of the grant –Has 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

97. Non-Federal Matching not requiredMatching is not required on a category by category basis donations may beIn-kind donations may be used as matching passed through a State or local government notFederal funds or Federal funds passed through a State or local government may not be used as matching Native American memberApplicants with representation that includes at least one Native American member may include Federal funds as match cannot be claimed not allowableMatching cannot be claimed for costs that are not allowable using Federal funds

98. Budget Categories & Summary Personnel Fringe Benefits Travel Equipment Supplies

99. Budget Categories & Summary Direct CostsDirect Costs - costs that can be identified specifically with a particular sponsored project Indirect CostsIndirect 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”

100. Budget Categories & Summary Indirect CostsIndirect Costs – If you: negotiated rate agreement, –Have a negotiated rate agreement, include the document in the application package –Do 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. 47

101. Calculation of Future Budget Periods mustBudget increases and decreases must be explained and justified mustApplicants must show projected Federal request and non-Federal match RFA pg. 57, Table 20 & RFA pg. 58, Table 21

103. Where Do I Get the HHS-5161-1? To obtain copies of the HHS-5161-1 and all other forms, go to: www.samhsa.gov/grants/apply.aspx

104. Completing the Application The HHS-5161-1 contains information about HHS policies and procedures Before completing, read the Request for Applications (RFA) # SP-11-005 Read all instructionsRead all instructions If HHS-5161-1 is not submitted, the application will not be reviewed

105. SF 424 (exp. 03/31/2012)

107. Face Page - SF-424 (exp. 03/31/2012) Item 8/Legal Name = Applying agencyItem 8/Legal Name = Applying agency –Applicants’ EIN and DUNS number must be used –To obtain DUNS number, call 1-866-705-5711or go to http://www.dnb.com/us –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

108. SF 424 (exp. 03/31/2012)

110. Face Page - SF-424 (exp. 03/31/2012) 93.276Catalog of Federal Domestic Assistance Number: 93.276 Drug Free Communities Support ProgramCFDA Title: Drug Free Communities Support Program SP-11-002Funding Opportunity Number: SP-11-002 Drug Free Communities Support ProgramTitle: Drug Free Communities Support Program

111. SF 424 (exp. 03/31/2012)

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

114. SF-424A

115. Budget Information Non-Construction Programs (SF-424A) Section ASection A: Leave blank Section BSection B: Budget categories same as budget summary –Column 1 –Column 1: Federal funds request –Column 2 –Column 2: Non-Federal matching Program IncomeProgram Income: Income generated from grant- funded activities

116. www.ondcp.gov/dfc SF 424A

117. Section CSection C : Complete –Also enter into “Estimated Funding” on SF-424 Face Page Items 18 b through f Section DSection D : Leave blank Budget Information Non-Construction Programs (SF-424A)

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

119. Checklist

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

121. Checklist (cont.)

122. Part BPart 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

123. Checklist (cont.)

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

125. Checklist (cont.)

126. Part DPart D –Private Non-profit Organization –Private Non-profit Organization : Evidence of non-profit status must be provided with the application –Check the appropriate boxes and submit required documentation with the application, including EIN verification from the IRS

127. Disclosure of Lobbying Activities

128. SF-LLLThe SF-LLL must be submitted with the application If there are: –No lobbying activities, write “Not Applicable” (N/A) –Lobbying activities, complete SF-LLL

129. SMA 170Assurance of Compliance with SAMHSA Charitable Choice Statues and Regulations – SMA 170 (found at www.samhsa.gov) Project Performance Site LocationProject Performance Site Location (s) Form Central Contract Registration (CCR)www.bpn.gov/CCRApplicants must register with Central Contract Registration (CCR) at www.bpn.gov/CCR Other Forms and Registrations

130. Application Formatting Requirements HHS-5161-1Use the HHS-5161-1: Application for Federal Assistance 30-page limit for narrative and no limit for budget & attachmentsNumber of pages: 30-page limit for narrative and no limit for budget & attachments 8.5 X 11Paper size: 8.5 X 11 Times New Roman 12-pointType size: Times New Roman 12-point 10-point font on paper submissions ONLYCharts/Tables can be done in 10-point font on paper submissions ONLY 1 inch marginsPage layout: 1 inch marginsSingle-spaced One column Black ink One-sided (RFA pgs. 60-61)

131. Application Formatting Requirements numbered consecutivelyAll pages should be numbered consecutively Adhere to funding limits, including both Federal share and matching (see budget section of this presentation) Send original and two copiesSend original and two copies notDo not use staples, paper clips, or fasteners

132. Submitting Application Application cannot be faxed, hand carried, or emailed Use a carrier listed in RFA

133. Submitting Application (cont.) On-line submission – http://www.grants.govhttp://www.grants.gov –DUNS number required –At least two weeks prior to submitting the application, applicant must register or renew their registration at http://www.grants.gov http://www.grants.gov –On-line tutorial is provided for submitting applications on grants.gov RFA pgs. 62-63

134. 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.gov http://www.samhsa.gov http://www.grants.gov

135. 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.

136. For Additional RFA Support RFA/Program Questions: DFC Hotline Team SAMHSA, Center for Substance Abuse Prevention 240-276-1270 dfcnew2011@samhsa.hhs.gov Grants Management Questions: Barbara Orlando, Grants Management Officer SAMHSA, Division of Grants Management 240-276-1422 barbara.orlando@samhsa.hhs.gov

137. Financial Capability

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

139. 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

140. 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

141. Financial Capability Reviews – Using a Recent OMB A-133 Audit F/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

142. 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 Statement The GFMRs are available to applicants at http://www.samhsa.gov/grants/management.aspx F/S or IRS Form 990s are reviewed for indicators of financial instability