25 Common Questions about Federal Applications:
Mentoring Children of Prisoners Program
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Where can I receive a copy of the Funding Opportunity Announcement (FOA) for the upcoming Mentoring Children of Prisoners Program? The FOA will be published by the Department of Health and Human Services, Administration for Children and Families, Family and Youth Services Bureau. You can find this announcement on their home page at: http://www.acf.hhs.gov/grants/index.html. The FOA will also be published via Grants.gov and you can register on the Grants.gov site by going to www.grants.gov and choosing to receive e-mail alerts about published announcements.
How can I find out if my organization is eligible to apply for funding? In each FOA, there is a complete description of eligible applicants. Eligibility is non-negotiable and organizations will have to provide evidence of eligibility as part of the application process.
Is there a limit on the amount of funds that can be requested? In each FOA, there is a section which details the ceiling (highest level) and floor (lowest level) of funds that can be requested. For MCP, the anticipated limit of annual federal funds that can be requested for a project is $1,000,000 and the anticipated floor is $200,000. For MCP Statewide projects, the anticipated limit of annual federal funds that can be requested for a project is $2,000,000 and the anticipated floor is $1,500,000. Please note that requesting more than the highest level of funding permitted will result in the application being deemed non-responsive and it will not be included in the review process.
Are there restrictions on how funding may be used? Federal discretionary programs are funded through tax payer dollars. As a result, many Federal restrictions apply. Common restrictions include prohibitions against using awarded dollars for fundraising, endowment drives, solicitation of gifts or bequests; reimbursement of pre-award costs; construction; proselytization or inherently religious activities.
Another critical aspect of use of funds relate to understanding SCOPE of SERVICE. While Congress has the authority to provide funds for discretionary programs, Congress also authorizes the specific use of these funds. There are many worthy uses of funds to assist your service population. However, you are required to be informed and use awarded Federal funds ONLY for authorized purposes. For example, for MCP an authorized use of funds would relate to screening and recruiting mentors. Expenditures that fall OUTSIDE the Scope of the Project include providing rental assistance or utility payments for families of incarcerated children. While Congress and the funding agency, FYSB, acknowledges that families participating in MCP Programs have multiple needs – the expectation is that each local project work to establish or strengthen service linkages and collaborations with entities within your community that can meet needs that fall outside the authorized use of MCP funds.
Is there a financial match requirement? There is a match requirement of 25% in years 1 and 2 of the funding cycle and 50% in year 3. This match percentage is of the TOTAL APPROVED COST of the project which is the sum of the Funder's (ACF) share and the non-Federal share. A useful formula to determine the non-Federal share (NFS) is as follows: Start with the amount of Federal Funds requested and divide by 0.75 and then multiply that total by 0.25 so, again (FS/0.75)(.25) = NFS. Using this example an applicant requesting $250,000 in Federal support would need to demonstrate a local match level of $83,333.
(250,000/0.75)(0.25) = $83,333
Using this example, the TOTAL COST would be $333,333.
Please note that this match level increases to 50% for the final year of the funding cycle which would increase your match requirement for the above project. While match can be made by documenting "in-kind" exchanges for such items as space, materials and utilities, etc. – there are restrictions that will be explained in detail in the announcement. For example, other federal sources may not be used as match. Cash match is preferred as it allows the programs to grow community support to extend the project past the availability of Federal funding.
The grant awards are competitive in year one and are continued on a non-competitive basis in years 2 and 3 subsequent to the availability of funds and satisfactory progress as a grantee.
What is the page limit for applications? The application limit is 90 pages. This includes EVERYTHING you submit including forms, assurances, certifications, table of content, project abstract, narrative and other supporting documentations as applicable for your project. Pages over the 90 page limit are removed and reviewers never even see them. It is to your advantage to check this page limit in every way possible. Review the published Funding Opportunity Announcement for any updated requirements.
Why are there so many restrictions about how the application is formatted? The Federal staff, contractor and reviewers will see hundreds of applications. Requirements regarding page limit, margins, size of font and type of font not only serve to even the scoring field but also help to facilitate the review process and ensure that submissions are reader friendly. You want the reviewers to be able to see everything you submit and these restrictions make this possible. Please note that points are deducted if you do not follow the published format instructions.
What are Assurances and Certifications? Each Funding Opportunity Announcement provides instructions on the assurances and certifications required. These assurances, many of which are made by simply signing the application, and certifications provide the funding with evidence of your intent to abide by regulations and restrictions regarding the use of Federal funds. Common assurances are detailed in the Funding Opportunity Announcement and required certifications include the Tobacco Certification and one document – either the Certification Regarding Lobbying or the SF-LLL (Lobbying Disclosure form) depending on the level of Federal funds requested ($100,000 or more) and whether or not your organization engages in lobbying efforts. Please review the Funding Opportunity Announcement in detail and seek out technical assistance if you are unsure of what paperwork is needed as part of your application.
What types of supporting documentation are required? Applicants struggle with this question because of space limitations and efforts to include all of those unique aspects of your program that would support the need for Federal funding. Typically, an Organizational Chart, any agreements regarding sub-grants of Federal funds and MOUs (Memoranda of Understanding) or LOAs (Letters of Agreement) are required. Remember that in the case of MCP, there are specific requirements regarding establishing collaborative partnerships to help meet the needs of families that fall outside the scope of MCP. MOUs or LOAs will strengthen your application and provide evidence that such collaborative efforts are in place. Other documentation that you choose to submit should meet 3 basic requirements - 1) be readable and meet format restrictions; 2) directly relate to an evaluation criteria and be cross referenced in the application; and 3) clearly reference MCP and the proposed project (i.e., don't use job descriptions that do not mention required services or the target population.)
What is the UPD (Uniform Project Description)? The Project Description can typically be found in the middle of any Federal FOA and is designed to provide GENERAL information as it relates to submitting an application for Federal funding. This information is consistent across all FOAs and provides helpful assistance, especially in regard to budget questions. Please note that as this description presumably applies to all Federal programs, this section does not provide the level of detail about SPECIFIC information required for a select competition. You must look further in the FOA to find this information.
How do I know the most important information to include within an application? Aside from all required forms and documentation, you also must provide such things as a Table of Contents, Project Abstract and Project Narrative. Each FOA provides details of what to include in each section and you want to pay attention to the section of the Funding Opportunity Announcement typically labeled as Application Review Information – Criteria. This section breaks down each element of your narrative into sections (Staff and Position Data; Approach; Budget and Budget Justification; Objectives and Need; Results and Benefit; and, Organizational Profiles) along with scoring value for each section. You must respond to each of these items in detail to increase your opportunity to receive Federal funding.
Why does the Federal FOA seem redundant in the information requested? The FOA includes the same words throughout the application to make sure that you are paying attention and don't leave out something important. In addition, it is important to note that the same word reference may actually be asking for something different depending on the section that it is included. For example, you must include a staffing plan and discuss training for staff under the Staff and Position Data AND you must discuss the costs of these activities and relevance to the project in the Budget and Budget Justification. Both are about staff but have a different focus and provide different information to the reviewers and Federal staff. The redundancy also helps to bring out inconsistencies in your proposal. If you discuss an activity under Approach but do not have the staffing plan to conduct the proposed activity, it will be noticed.
Can the MCP Program fund existing non-MCP programs? No. The Scope of Services and Purpose of the program as defined in the FOA will help you clarify the specific intent of MCP. Mentoring and reaching out to youth is a common initiative that can lead to extraordinary results. However, these funds are about a specific population with multiple needs. If you operate an existing mentoring endeavor, MCP funds can be obtained if you demonstrate intent to use these funds specifically for the intended population and in the ways authorized. Such documentation of use will be required.
How can our community demonstrate a need for the MCP Program? This is a common challenge and yet your response is a critical element if your application is to be successful. You can start now by determining the numbers of parenting prisoners (state and Federal of so remanded to a local facility) in your geographic area. Reach out to prison ministries or officials for data to determine numbers. Coordinate with local human service providers, schools, and other social service agencies to gain data on estimates of numbers of children impacted by incarceration in your area. Remember that the more local and recent the data, the better. If your organization or a collaborator has conducted a recent needs assessment or community mapping project, research for helpful data in the results of those efforts.
Is a logic model required? The FOA will detail the specific requirements to demonstrate how your organization will track results and benefits of the proposed project. Typically, the phrase that the applicant must demonstrate a "sound relationship" between proposed activities and outcomes is included. A logic model is one way to clearly depict the interrelatedness of what you propose to do and what you hope to accomplish. Charts are especially helpful in assisting reviewers and Federal staff with understanding the threads that hold all aspects of your proposed project together.
What is PYD and why is it important to the MCP Program? Positive Youth Development (PYD) is a critical element in demonstrating how you will partner with youth and families. The FOA details elements of PYD which include healthy messages; safe and structured places for interactions; strengthened relationships with adult role models; skill development; and, opportunities to serve others and build self-esteem. PYD is based on the understanding that all young people need the support, guidance and opportunities to develop self-assurance and to build healthy lives. For the MCP application, you must demonstrate how you will incorporate PYD into the way you work with youth and families. Remember, it is not enough to demonstrate that you have read about PYD and can duplicate what you have read on paper – you must demonstrate how you will actually incorporate this knowledge into all aspects of your program.
Why is an organizational chart required? Very few applicants propose to ONLY offer MCP services. Most offer other services to youth and families in the community. In many cases, the time of staff members is split across these projects that may be funded by a variety of sources. The reviewers and Federal staff need to clearly understand the way these separate projects may fit together and how staff time will be dedicated to each. This is a clear way to determine if a proposed staffing plan is sufficient to meet stated objectives.
Is there a specific format for the budget? There are common formats but not a specific requirement. Typically, applicants utilize a columnar format to lay out the budget for the first year of the project. Columns might include the Category and line item; Federal Request per item; Non-Federal share per item; other funds to be utilized for project; and, total. Please be aware that you will need to provide budget calculations for everything. You will also need to provide a budget narrative that details how line item expenditures relate to the proposed project.
Do other applicants struggle with the application? Absolutely! The process is a challenge both in terms of terminology and perception. However, the FOA contains directions on what to include and how. A recent sample survey of funded grantees echoes the challenges felt be many when crafting an application to submit.
How do I submit my application? You may submit your application via hard copy or electronically to Grants.gov by the due date and time listed in the announcement. Please note that there are challenges associated with either choice and you must leave yourself plenty of time to assure that your hard work is reviewed. The FOA will contain detailed submission assistance and instructions.
How are applications scored? The best thing about the Federal grant process is that each and every applicant receives, in advance via the FOA, the exact scoring criteria used to evaluate the application. The published scoring criteria provide required information and associated point value. Control rests in your diligence in reviewing the FOA and making sure that you address each criterion as fully and with as much detail in the allowed space.
How does the review process work? Once your application has passed initial screening for eligibility, funding level, compliance of due date and time and format – the application is then reviewed by a panel of non-Federal experts familiar with MCP and youth services. They compare your answers to the published criteria and score accordingly. A panel process is used to assure that each applicant receives a thorough review. Multiple participants on each panel result in efforts to achieve consensus in scoring on each application rather than one subjective opinion or perception unduly influencing a final score. Federal staff review the work and the panel comments to verify that point levels and comments are aligned with the published criteria.
Why do some applicants lose funding after operating an MCP project in the previous funding cycle? It may be more accurate to say that applicants do not receive new funding. Each grant cycle is competitive and awards are for 3 years based on availability of funds and progress of the grantee in meeting requirements. New competition cycles open the door for communities also striving to serve children of incarcerated parents. The many factors influencing the process include the application score; monitoring reports; response to any findings; geography of the program in a national competition; and, total availability of funds. The current economic climate contributes to increased competition. Programs can't assume that an application funded 3 years ago will be equally competitive today. Each applicant must respond fully to the published criteria to have the best chance to receive funding in the competitive cycle.
If my program has lost MCP funding in the past, is there any reason to apply again? Yes, as included above, a competition can open the doors for everyone. If you have managed an MCP Program in the past and are prepared to engage again, you are encouraged to apply. If you were able to assist youth and families of incarcerated parents in the past, you must decide if it is possible for you to do so again.
What types of technical assistance are available for applicants? The MCP Support Center does NOT provide technical assistance on responding to FOAs for potential or current grantees. An agency contact will be listed in the FOA should you have questions regarding the announcement.
Supported by FYSB
FYSB is an agency within the Administration for Children and Families, U.S. Department of Health and Human Services.
Administered by MANY
Mid-Atlantic Network of Youth and Family Services