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Building State Capacacity for Preventing Youth Substance Use and Violence Prevention

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Frequently Asked Questions

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  1. What is the goal of this grant competition?
  2. What is the dealine for the competition?
  3. What is the CFDA number for this program?
  4. What is the indirect cost rate?
  5. Do we have to use our restricted indirect cost rates for this program?
  6. Who in my organization may be able to provide information about our negotiated, restricted indirect cost rate?
  7. For my GEPA 427 statement (see pages 50-51), is it adequate to state that our organization does not discriminate on the basis of race, religion, sex, etc.?
  8. How does the Freedom of Information Act affect my application?
  9. Is this program covered by Executive Order 12372?
  10. What is required from an applicant whose State Single Point of Contact indicates that they are not reviewing applications for this grant competition?
  11. By what date do applicants have to submit their application to their State Single Point of Contact, if participating?
  12. What steps should the applicant’s Authorized Representative take before signing a grant application?
  13. How can I get assistance with completing the standard federal application forms?
  14. What are some circumstances that might cause an application to be deemed ineligible for review?
  15. Who is eligible to apply?
  16. If an organization partners with local schools to work with youth to address substance use and violence issues in schools, is the organization eligible to apply?
  17. If an agency partners with a SEA, can the agency submit an application on behalf of the SEA?
  18. Can another agency carry out administrative activities of this grant in partnership with the SEA?
  19. What are the program elements that applicants must address in its application?
  20. Does the applicant need to address all six program elements to be considered eligible for this competition?
  21. What is the amount of funding that can be awarded to an applicant?
  22. What types of activities can funds be used to support?
  23. Can grant funds be used to support professional development activities?
  24. Will SEAs be required to distribute funds to local educational agencies?
  25. Are applicants required to submit a final report?
  26. Should we include resumes for key staff?
  27. What happens if an applicant does not include an agreement letter?
  28. Applicants must coordinate services with State Agencies for preventing youth substance use and violence. Can you provide examples of State Agencies?
  29. What should I do if I cannot get all required signatures on the agreement letter or federal application forms? Can I send or fax them later?
  30. Are we required to collect Government Performance and Results Act (GPRA) performance indicators, even though this project will be funded for one year?
  31. How much information should be included in the detailed budget?
  32. Is there a matching or in-kind requirement?
  33. How do I submit my grant electronically?
  34. Do I have to submit my application electronically?
  35. If I am submitting my application electronically, how should I submit forms with signatures?
  36. If I submit my application electronically, are there any compatibility restrictions, especially if I use Microsoft Vista?
  37. If I submit electronically, are there any restrictions on the file name length?
  38. If I submit electronically, are there any size restrictions on my application?
  39. Who do I contact for more information about this grant competition?

1. What is the goal of this grant competition?

The goal of this grant competition is to provide funds to SEAs to build and sustain capacity to prevent youth substance use and violence and support collaboration between the SEA and other State agencies that are involved in efforts to prevent these problems. Funds must be used to enhance the capacity of State agencies to support local educational agencies (LEAs) in their prevention efforts to create and sustain a safe and drug-free school environment.

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2. What is the dealine for the competition?

This competition deadline for the Building State Capacity for Preventing Youth Substance Use and Violence Grant Program is June 7, 2010

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3. What is the CFDA number for this program?

The CFDA Number for this program is 84.184W.

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4. What is the indirect cost rate?

An indirect cost is an expense that you incur that is necessary to implementing the grant, but may be difficult to identify directly with your grant. For example, indirect costs may include costs for heat, light, rent, telephone, security, accounting, and Internet use.

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5. Do we have to use our restricted indirect cost rates for this program?

No, for this grant competition, you may charge indirect costs using the unrestricted rate negotiated with your cognizant federal agency (e.g., Department of Education, Department of Health and Human Services, Department of the Interior).

You are encouraged to give priority to actual grant implementation activities by limiting the indirect costs charged to the project. However, you will not be penalized for failure to reduce indirect costs nor will you gain a competitive advantage if you do.

If you claim indirect costs in the budget for your proposed project and do not have a negotiated rate with the federal government, you have 90 days from the time you transmit your application to submit the necessary paperwork to ED to receive a negotiated indirect cost rate. For more information about indirect cost rates, please visit www.ed.gov/about/offices/list/ocfo/intro.html.

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6. Who in my organization may be able to provide information about our negotiated, restricted indirect cost rate?

If you do not know your negotiated indirect cost rate, please contact your business office. Please note you will need to submit proof of this indirect cost rate, such as a signed letter.

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7. For my GEPA 427 statement (see pages 50-51), is it adequate to state that our organization does not discriminate on the basis of race, religion, sex, etc.?

No. An organization’s non-discrimination statement is not sufficient to meet the GEPA requirements. A GEPA statement should outline an entity’s potential barriers and solutions to equal access, specific to the proposed project.

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8. How does the Freedom of Information Act affect my application?

The Freedom of Information Act (FOIA) provides that any person has the right to request access to federal agency records or information. All U.S. Government agencies are required to disclose records upon receiving a written request for them, except for those records that are protected from disclosure by the nine exemptions listed in the FOIA. All applications submitted for funding consideration under this grant competition are subject to the FOIA. To read the text of the Freedom of Information Act, visit http://www.ed.gov/policy/gen/leg/foia/foiatoc.html.

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9. Is this program covered by Executive Order 12372?

Yes. This means applicants must submit a copy of their application to their State Single Point of Contact for review and include a copy of the transmittal letter in the application. On the Application for Federal Assistance (Standard Form 424), you must check box (a) in item 19 and provide the date on which you made your application available for review. Note that ED is prohibited from making an award to an entity that has not provided an opportunity for its State to review the application. The only exceptions to this requirement are applicants from States that have chosen not to participate or have indicated they do not wish to review applications from this competition. In either of these cases, applicants should check box (b). Do not check box (c) since this grant program is covered by Executive Order 12372. For more information about this requirement, see the Intergovernmental Review of Federal Programs section in this application package.

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10. What is required from an applicant whose State Single Point of Contact indicates that they are not reviewing applications for this grant competition?

Applicants should include a copy of such a response from the State Single Point of Contact in their application package submitted to ED and check the appropriate line on the SF 424 form.

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11. By what date do applicants have to submit their application to their State Single Point of Contact, if participating?

Applicants must submit their application to the State Single Point of Contact by the deadline date for transmitting their application to ED.

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12. What steps should the applicant’s Authorized Representative take before signing a grant application?

The standard form that serves as a cover sheet for grant applications includes a certification statement that accompanies the authorized representative’s signature. That certification indicates that the authorized representative’s signature means that the information provided in the grant application is true, complete, and to the best of the authorized representative’s knowledge, and that any false, fictitious, or fraudulent statements or claims may subject the authorized representative to administrative, civil, or criminal penalties. As a result, an authorized representative should carefully review a grant application before signing in order to be sure that all of the information contained in the application package is correct. Additionally, an authorized representative should be sure that the application describes a project that has the organization’s support and reflects an approach that the organization is committed to implementing.

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13. How can I get assistance with completing the standard federal application forms?

Assistance with completing federal discretionary grant application forms is available through the U.S. Department of Education’s Web site www.ed.gov/admins/grants/apply/techassist/index.html.

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14. What are some circumstances that might cause an application to be deemed ineligible for review?

An application submitted for funding under this competition will be deemed ineligible for funding and will not be forwarded to peer review if any one of the following is true:

  • The applicant is not a SEA.
  • The application does not meet the absolute priority.
  • The application is postmarked after the due date.
  • The electronic submission of the application is received after 4:30:00 p.m. (Washington, DC time).
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15. Who is eligible to apply?

This grant competition limits eligibility to SEAs.

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16. If an organization partners with local schools to work with youth to address substance use and violence issues in schools, is the organization eligible to apply?

No. Only entities that meet the definition of State educational agency may receive funding under this program.

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17. If an agency partners with a SEA, can the agency submit an application on behalf of the SEA?

No. The SEA is the only eligible recipient, and must be the applicant applying for funding. An application submitted by an entity other than a SEA will be ineligible for review.

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18. Can another agency carry out administrative activities of this grant in partnership with the SEA?

Yes. However, the SEA must be directly responsible for the proposed project.

Note: The SEA is expected to maintain administrative direction and control over grant funds.

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19. What are the program elements that applicants must address in its application?

A project funded under this absolute priority must address the following components to be considered eligible for review:

  1. A description of how the applicant will use funds to enhance the capacity of State agencies to support LEAs in their efforts to create and sustain safe and drug-free learning environments for their students;
  2. A description of how the applicant will plan and coordinate substance abuse and violence prevention services with the Single State Agency for Substance Abuse Services or other State agencies that are involved in efforts to prevent youth substance abuse and violence. The application must include a letter signed by the SEA and all participating State agencies indicating their agreement to conduct the activities proposed in the application and specifying the roles and responsibilities of each party;
  3. A description of the process the applicant will use to develop the required plan to create or enhance, and sustain, a State infrastructure designed to support effective efforts to prevent youth drug use and violence;
  4. A description of how the applicant will use funds to sustain its prevention efforts, identifying relevant sources of funding and other types of support, after the end of the grant period;
  5. A description of how the applicant will identify possible overlap and duplication of services, and more efficient uses of resources; and
  6. A description of the process the applicant will use to identify gaps and weaknesses in the existing infrastructure.
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20. Does the applicant need to address all six program elements to be considered eligible for this competition?

Yes. Applicants that do not address all six required program elements will be considered non-responsive to the absolute priority for this program and ineligible for review.

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21. What is the amount of funding that can be awarded to an applicant?

$125,000 for a State with fewer than 1,400,000 students enrolled; $185,000 for a State with at least 1,400,000 but fewer than 2,000,000 students enrolled; and $250,000 for a State with at least 2,000,000 students enrolled. Award ranges are based on 2007-2008 school year enrollment data submitted by SEAs through the National Center for Education Statistics (NCES). For additional information, please refer to page 13 for a listing of nonbinding budget maximums for each State.

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22. What types of activities can funds be used to support?

Grantees may use funds to carry out technical assistance and training, program support services, data analysis, coordination of activities, and information dissemination, as well as other activities that enhance the capacity of State agencies to support local school-based efforts to create safe and drug-free environments for their students.

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23. Can grant funds be used to support professional development activities?

Yes. Grant funds may be requested and used to carry out professional development activities. These activities should directly support the activities, curricula, programs, services, and overall goals of the project.

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24. Will SEAs be required to distribute funds to local educational agencies?

No. SEAs are not authorized to make subgrants or distribute funds to LEAs. SEAs are required to enhance capacity of State agencies, so that these agencies can support local education prevention efforts.

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25. Are applicants required to submit a final report?

Yes. At the end of the project period, applicants must submit a final performance report, including financial information. Part of the performance report must include the sustainability plan and must identify and address key elements of the State’s strategy, including, but not limited to: (1) the State’s strategic goals for preventing youth drug use and violence, (2) planned continued collaboration with other State agencies and relevant non-governmental organizations with expertise in preventing youth drug use and violence, including school and community prevention efforts, (3) the State’s systematic needs assessment process, which must include an assessment of available resources at the State and local level to address the State’s needs with regard to preventing youth drug use and violence; and (4) a statement, based on the needs assessment, of the State’s performance measures, that will help State agencies, as well as schools and communities, assess progress in preventing youth drug use and violence.

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26. Should we include resumes for key staff?

Yes, if key staff for the project have been identified. If not, you may want to outline considerations for hiring.

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27. What happens if an applicant does not include an agreement letter?

If an applicant does not include the required letter of agreement, the application will be deemed ineligible and will not be considered for funding. Applicants must demonstrate how they will coordinate services with the Single State Agency for Preventing Youth Substance Use and Violence, and indicate the activities that will be conducted and the roles and responsibilities of both parties. The letter of agreement must be signed by the authorized representative for the SEA and the authorized representative for the Single State Agency for Substance Abuse Services or similar State Agencies.

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28. Applicants must coordinate services with State Agencies for preventing youth substance use and violence. Can you provide examples of State Agencies?

Examples of State Agencies include, but are not limited to the following: Office of Alcohol and Drug Abuse Prevention; Department of Health and Human Services, Office of Drug Control Policy; Division of Public Health; and the Office of Substance Abuse Prevention.

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29. What should I do if I cannot get all required signatures on the agreement letter or federal application forms? Can I send or fax them later?

No. A completed application must be postmarked by the deadline for the application, June 7, 2010, and include all required signed forms. Late additions to applications will not be accepted.

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30. Are we required to collect Government Performance and Results Act (GPRA) performance indicators, even though this project will be funded for one year?

Yes. The GPRA measure for this program is described on page 16.

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31. How much information should be included in the detailed budget?

For each budget category (for example, personnel, travel, supplies) you should provide a per unit cost breakdown for all proposed costs. There should be enough information to demonstrate how costs were calculated and that the costs are reasonable. For example, instead of requesting a total of $12,000 for supplies, you should provide a unit cost breakdown. The breakdown might be by month (@$1,000 per month) or per staff (@$800/staff/year for 15 staff members). Regardless, there should be enough detail to support the amount of funding that is being requested.

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32. Is there a matching or in-kind requirement?

There is no requirement for an applicant to provide in-kind funds or a matching contribution. However, if you choose to include or identify additional in-kind non-federal funds, such as a match or in-kind services that will support your plan, you must honor and report on these activities if your application is funded.

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33. How do I submit my grant electronically?

If you would like to submit your grant electronically, please use http://e-grants.ed.gov to do so. Instructions on electronic submission can be found on pages 8-11 of this application package. You should note that applications received after 4:30:00 p.m. (Washington, DC time), even by a few seconds, are late and will be deemed ineligible for funding and will not be forwarded to peer review.

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34. Do I have to submit my application electronically?

No. The Building State Capacity for Preventing Youth Substance Use and Violence grant program does not have a mandatory electronic submission requirement. Applications may be submitted electronically or in paper format by mail or hand delivery. The electronic submission of applications is voluntary. However, if you choose to submit your application electronically you must use the e-Grants Web site.

Note: You may not submit your application by e-mail or facsimile.

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35. If I am submitting my application electronically, how should I submit forms with signatures?

If you are submitting an electronic application, you may either upload signed versions of the forms, in a .PDF format, to e-Application or you may fax the signed forms to the Department of Education. These documents may be faxed to the attention of Christine F. Pinckney at 202-245-7166 and must be received within three days of your application submission.

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36. If I submit my application electronically, are there any compatibility restrictions, especially if I use Microsoft Vista?

You must submit your application in a .DOC (document), .RTF (rich text), .PDF (Portable Document) format in order for your application to submit successfully to the Department. If you submit your application in any other format, we will not be able to access your document. Also note if you are using the Microsoft Word from the Vista Operating System, you will need to convert your document from a .DOCX to a .DOC file before you can submit.

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37. If I submit electronically, are there any restrictions on the file name length?

No, e-Application does not have a restriction on the number of characters in a file name. However, in the past we have encountered problems opening files that had lengthy names or contained special characters. We recommend that you keep the file name simple to less than 50 characters with no special characters. For example, applicants should avoid including special characters in their file names (for example, %, *, /, etc.). Otherwise, we cannot guarantee we can open the document.

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38. If I submit electronically, are there any size restrictions on my application?

e-Application annotates the file size limitation for each segment of the application to be uploaded. Please pay particular attention to these restrictions as they range from 2 to 8 MB. You will also see the restriction on the individual screen when you upload a file. Documents that contain graphics and/or scanned material often greatly increase the size of the file attachments and can result in difficulties opening the files. Therefore you may want to check the size of your files and minimize graphics being used in your application.

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39. Who do I contact for more information about this grant competition?

Any questions pertaining to this grant competition should be directed to Christine F. Pinckney, Program Analyst, U.S. Department of Education, 550 12th Street, SW, Washington, DC 20202-6450, Phone: 202-245-7894, Fax: 202-245-7166, Email: Christine.Pinckney@ed.gov

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Last Modified: 02/29/2012