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Frequently Asked Questions

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  1. What is the deadline date for transmittal of applications under this grant competition?
  2. May I get an extension of the deadline date?
  3. Is this a multi-year grant program?
  4. How many new awards will be made?
  5. What steps can I take to maximize my chances of receiving a grant?
  6. This competition has a “supplement, not supplant” provision. What does this mean?
  7. What is an indirect cost?
  8. How do I obtain a negotiated, restricted indirect cost rate?
  9. Who in my organization may be able to provide information about our negotiated, restricted indirect cost rate?
  10. In most cases, state educational agencies calculate and assign indirect cost rates to their local educational agencies.
  11. What date should I use as the project start date?
  12. Do I have to get bids for goods and services under this grant?
  13. What is the project and budget period for these grants?
  14. Whom do I contact for more information about this grant competition?
  15. What steps should the applicant’s Authorized Representative take before signing a grant application?
  16. Electronic Applications - Q&A's
  17. Eligibility
  18. Program-Specific Content

1. What is the deadline date for transmittal of applications under this grant competition?

April 12, 2013

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2. May I get an extension of the deadline date?

Waivers for individual applications failing to meet the deadline will not be granted, except in the circumstances described in the Federal Register notice. Under very extraordinary circumstances the Department may change the closing date for a grant competition. When this occurs, the Department announces such a change in a notice published in the Federal Register.

When will grant awards be announced?
Grants will be announced by September 30, 2013.

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3. Is this a multi-year grant program?

Yes.  Projects may be funded for up to 36 months (three budget periods of 12 months each), contingent upon the demonstration of substantial progress each year toward meeting project goals and objectives, and the availability of future funding.

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4. How many new awards will be made?

We estimate that we will make about 95 new awards.

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5. What steps can I take to maximize my chances of receiving a grant?
  • Before preparing your application, read the application package carefully and completely.
  • Follow all of the instructions exactly.
  • If you’re uncertain about any aspects of this application package, please first review the Frequently Asked Questions section.  Most commonly asked questions are answered in this section.  If your questions are not addressed, please contact the competition manager for clarification.
  • Absolute priorities establish the parameters for applications under a grant competition. If your application does not meet the absolute priority or the additional requirements for this grant competition, it will not be considered for funding.
  • A panel of three persons from the physical education, school health, student wellness, or child and adolescent development and other fields will review your application. Be sure to organize your application clearly, provide requested information in a comprehensive manner, and respond to each selection criterion thoroughly. Reviewers are not permitted to give you “the benefit of the doubt”; therefore, if information is not in your application, reviewers cannot award points for it.
  • Be sure that your application includes a budget request (ED Form 524) and complete narrative justification.
  • Transmit your application on or before the deadline date of April 12, 2013.
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6. This competition has a “supplement, not supplant” provision. What does this mean?

This provision requires that applicants not use grant funding to pay for any services or functions that would be covered as an ordinary function or service.  Based on Federal regulations, if a grantee decides to charge indirect costs to a program that has a statutory requirement prohibiting the use of Federal funds to supplant non-Federal funds, the grantee must use a negotiated restricted indirect cost rate.  Your organization must submit proof of a negotiated restricted indirect cost rate with the application if you are planning to claim indirect costs.

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7. What is an indirect cost?

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 money spent for heat, light, rent, telephone, security, accounting, and Internet use.

If your organization prefers to use all of its grant funds for direct project costs, you are not required to charge the grant for indirect costs.  If you wish to recover indirect costs, however, you must use a negotiated restricted indirect cost rate for this competition.  This rate permits grantees to distribute indirect costs across grants so that grantees are able to recover these costs for grant funds.

For more information, please see: www.ed.gov/about/offices/list/ocfo/fipao/icgindex.html.

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8. How do I obtain a negotiated, restricted indirect cost rate?

Your organization may already have a negotiated, restricted indirect cost rate with a Federal government agency.  If your organization has not negotiated this rate in the past, please contact the Department of Education’s Indirect Cost Group at Indirectcostgroup@ed.gov.

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

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

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10. In most cases, state educational agencies calculate and assign indirect cost rates to their local educational agencies.

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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11. What date should I use as the project start date?

We expect to make awards around September 30, 2013. So you may use October 1, 2013 as your project start date for the purposes of the application.  Should you receive an award and this date is different, you will be asked to adjust your timeline according to the actual start date.

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12. Do I have to get bids for goods and services under this grant?

Yes.  Generally, all procurement transactions by grantees made with Carol M. White Physical Education Program (PEP) grant funds must be conducted in a manner providing full and open competition, consistent with the standards in Section 80.36 (SEAs and LEAs) and Sections 74.40-74.48 (CBOs and IHEs) of the Education Department General Administrative Regulations (EDGAR).  This section requires that grantees use their own procurement procedures (which reflect State and local laws and regulations) to select contractors, provided that those procedures meet certain standards described in EDGAR.

Because grantees must use appropriate procurement procedures to select contractors, generally applicants should not include information in their grant applications about specific contractors that will be used to provide services or goods for the proposed project if a grant is awarded.  These requirements are not applicable in the event that the goods or services being procured are available only from a single source.

If a vendor assists an applicant in preparing an application for a grant, and subsequently is interested in providing contract services if the applicant receives a grant award, a close examination of all activities is warranted to ensure that the vendor did not act as an agent of the grantee, that the vendor does not have an organizational conflict of interest in the procurement, and that the requirements for full and open competition have not been violated.

The requirements regarding full and open competition could be violated even if a vendor’s participation in the application process was limited.  For example, a vendor that provides specifications that are then included in a grant application could have a competitive advantage over other vendors.  Applicants for funding should carefully consider the requirements concerning competition contained in EDGAR as they interact with vendors during the application process, and if they are awarded a grant under the program.

EDGAR is available online at:  www.ed.gov/policy/fund/reg/edgarReg/edgar.html

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13. What is the project and budget period for these grants?

The project period for this grant is up to three years.  Each grant year is considered its own budget period.  The application should include a description of the proposed activities for all three years, as well as a budget narrative that includes information about federal and non-federal funds for each budget year.  Continuation awards are made based on an applicant’s ability to demonstrate substantial progress in their required annual performance reports.

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14. Whom do I contact for more information about this grant competition?

Carlette KyserPegram
Office of Safe and Healthy Students
Office of Elementary and Secondary Education
U.S. Department of Education,
550 12th Street, SW., Potomac Center Plaza, Room 10007
Washington, DC  20202
Telephone; 202-245-7871
Email: Carlette.KyserPegram@ed.gov

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15. 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 and complete, 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.

Therefore, an authorized representative should carefully review a grant application before signing in order to ensure 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 if the project were to receive funding.

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16. Electronic Applications - Q&A's

How do I submit my grant electronically?

For more information on using Grants.gov, please refer to the Notice Inviting Applications for this competition published in the Federal Register; the Grants.gov Submission Procedures and Tips document found in this application package; and/or visit www.grants.gov.

Do I have to submit my application electronically?
Yes. Unless you qualify for an exception in accordance with the instructions found in the Notice Inviting Applications, you must submit your application electronically.

How do I register to submit my grant electronically?
If you are a new user, you will need to register to use Grants.gov. For detailed information on the Registration Steps see the Grants.gov Submission Tips and Procedures for Applicants on in this document or visit: http://www.grants.gov/applicants/get_registered.jsp.

How should I submit forms with signatures?
We strongly encourage you to scan and upload signed versions of the forms, in a .PDF format, to the Other Attachments Form section of the application package on Grants.gov or you may fax the signed forms to the Department of Education.
These documents may be faxed to the attention of Carlette KyserPegram at 202-245-7166 and must be received within three business days of your application submission.
Are there any compatibility restrictions?
You must submit your application in a...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.  Applicants must submit individual .PDF files only when attaching files to their application.  Specifically, the Department will not accept any attachments that contain files within a file, such as PDF Portfolio files.  Any attachments uploaded that are not .PDF files or are password protected files will not be read.  If you need assistance converting your files to a .PDF format, please refer to this Grants.gov webpage with links to conversion programs:   http://www.grants.gov/help/download_software.jsp#pdf_conversion_programs

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17. Eligibility

Who is eligible to apply?
Eligible applicants for this program are local educational agencies (LEAs), including charter schools that are defined as LEAs in state law, and community-based organizations (CBOs).

May I submit an application on behalf of my local school?
The only eligible recipients are LEAs and CBOs.  One of these entities must be the applicant for funding.  An application submitted by an individual school will not be considered unless it meets the definition of a local educational agency or community-based organization.

My college or university would like to apply for this grant.  Are we eligible?
Colleges and universities should carefully review the definition for the terms “LEA” and “CBO” to determine if they meet either of these definitions.  Only entities that meet the definition of one of these terms may receive funding under this program.

Are charter schools eligible for this program?
Yes, charter schools that are considered LEAs under state law or that meet the definition of the term “CBO” are eligible to apply for funding under this program.

Are Area Educational Districts or other similar entities eligible for this program?
Yes, if these entities are considered LEAs under your state’s governance structure, they are eligible to apply for funding under this program.  Alternatively, if these entities are considered CBOs according to the definition, they may be eligible to apply.

My organization currently has a PEP grant.  Are we eligible to apply for another PEP grant under this competition?
No.

If we are on a no-cost extension for our current PEP grant, may we end early so that we can be eligible to apply this year?
If your PEP grant is scheduled to end after the application deadline date you are not eligible to apply this year for a grant.  Your no-cost extension was granted to allow you to finish your program activities, and you should continue with activities scheduled under your approved no-cost extension.

What are some of the circumstances that might cause a grant application to be deemed ineligible for review?
Some of the reasons an application submitted for funding under this competition will be deemed ineligible include:
-the application it does not meet the absolute priority;
-the applicant does not include assurances;
-the applicant does not address required elements;
-the applicant does not specifically address their state standards for PE;
-the applicant does not include adequate or allowable matching funds;
-the applicant is not an eligible agency or entity;
-the application does not include a narrative;
-the application is submitted after the deadline date.

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18. Program-Specific Content

May I use only national data to support the need for a grant in my district?
No.  Needs assessments must be based on identified needs of the specific target population to be served by the grant and must link to gaps and weaknesses in meeting your State’s standards.  However, you may compare local data to national or state data.

If my state does not have physical education standards, what should I do?
If your state does not have physical education standards, you may pick another state’s standards to use. You are not permitted to use the National Standards for physical education.

Will this grant pay for hiring project staff?
Grant funds can be used to hire a project coordinator, physical education instructors, or other project staff provided that their functions are specifically to support grant project activities. Their duties must be above and beyond the normal job functions of staff typically hired for these positions, if a PEP program were not implemented.  Grant funds may also be used to hire supplemental project staff, including community coordinators, evaluators, or other professionals whose functions support the implementation of the project.  However, please note this grant has a “supplement and not supplant” provision.

Are we required to hire an external evaluator?
No.  You are not required to hire an external evaluator, though this is an allowable expense for this program.  Many grantees find this expertise useful.  Please note, costs for the external evaluator should be reasonable and commensurate with the scope of the proposed evaluation.

Should we include resumes for key staff?
Yes, if key staff for the project have been identified.  Please note, generally, external contractors should not be identified at the time of application, as districts are required to follow their district’s policies on bids for goods and services, provided they meet the minimum requirements of those of the US Department of Education.

May staff or community members regularly use equipment purchased with grant funds?
No.  The identified target population for this grant is individuals in kindergarten through twelfth grade.

Will the PEP grant support implementation of a general health education curriculum?
No.  The PEP grant will not support activities that fall outside the scope of the absolute priority, “Programs Designed to Create Quality Physical Education Programs.”  For example, the PEP grant will not support activities related to tobacco use prevention.

Are we required to provide baseline GPRA data?
To the extent practicable, applicants are asked to provide baseline GPRA data.  If baseline data is not available to be included in the application, grantees will need to collect baseline information before beginning program implementation.

What program elements must we address?
Applicants must address: 1) Instruction in healthy eating habits and good nutrition and 2) at least one of the following:

  • Fitness education and assessment to help students understand, improve, or maintain their physical well-being.
  • Instruction in a variety of motor skills and physical activities designed to enhance the physical, mental, and social or emotional development of every student.
  • Development of, and instruction in, cognitive concepts about motor skills and physical fitness that support a lifelong healthy lifestyle.
  • Opportunities to develop positive social and cooperative skills through physical activity participation.
  • Opportunities for professional development for teachers of physical education to stay abreast of the latest research, issues, and trends in the field of physical education.

What must we do to receive the partnerships competitive preference?
In order to receive this competitive preference, the applicant must include an agreement that details the participation of required partners, including:
(1) each partner’s roles and responsibilities in the project;
(2) if and how each partner will contribute to the project, including any contribution to the local match;
(3) an assurance that the application was developed after timely and meaningful consultation between the required parties, as defined in this notice; and
(4) a commitment to work together to reach the desired goals and outcomes of the project.
Must each partner sign the partnership agreement?
Yes. A partner agreement must be signed by the Authorized Representative of each required partner in order to get competitive preference points.

Can we still get competitive preference points if we don’t have all five required partners?
No. A partner agreement must be signed by the Authorized Representative of each required partner in order to get competitive preference points.

Where can I find a partnership agreement form?
There is no standard form for the partnership agreement; however, the appendices of this application include a template for the partnership agreements that may be used. You may also find a template for the partnership agreements at: http://www2.ed.gov/programs/whitephysed/applicant.html

Which organizations must be included in an LEA’s partnership agreement in order to receive the competitive preference?
For an LEA applicant, this partnership agreement must include:  (1) the LEA; (2) at least one CBO; (3) a local public health entity; (4) the LEA’s food service or child nutrition director; and (5) the head of the local government.  For more information about these partners, please see the Definitions section of the application package.

Which organizations must be included in a CBO’s partnership agreement in order to receive the competitive preference?
For a CBO applicant, the partnership agreement must include:  (1) the CBO; (2) a local public health entity, as defined in this notice; (3) a local organization supporting nutrition or healthy eating, as defined in this notice; (4) the head of the local government, as defined in this notice; and (5) the LEA from which the largest number of students expected to participate in the CBO’s project attend.  If the CBO applicant is a school, such as a parochial or other private school, the applicant would need to describe its school as part of the partnership agreement but would not be required to provide an additional signature from a different LEA or school.  A CBO applicant that is a school and serves its own population of students would be required also to include another community CBO as part of its partnership and include the head of that CBO as a signatory on the partnership agreement.

For more information about the definitions of these partners, please see the Definitions section of this application package.

Are we required to complete the School Health Index (SHI) as part of our application? 
Yes, you are required to complete a portion of the School Health Index (SHI) as part of your application. Applicants must complete Modules 1-4 of the SHI self-assessment tool.  The applicant would use the results of the SHI to develop a School Health Improvement Plan focused on improving needs identified by the SHI, and design an initiative that addresses their identified gaps and weaknesses.  Applicants are required to include their SHI Modules 1-4 Overall Score Cards in their applications, and correlate their School Health Improvement Plans to their project designs.

If we are a CBO, are we required to complete the School Health Index (SHI) as part of our application?
Because the School Health Index (SHI) must be done at the school-building level, CBOs cannot undertake the SHI without the support and participation of a school or LEA.  Therefore, we suggest that CBO applicants collaborate with an identified school or LEA partner to complete Modules 1-4 of the SHI.  To meet this requirement, CBO applicants that do not collaborate with an LEA or school may propose and use a local needs assessment tool that analyzes the physical activity and nutrition environments at the community level and, ideally, at the CBO site itself.  The CBO applicant would need to specify the local needs assessment tool used and the results of the assessment.

After we’ve completed the School Health Index (SHI), what are the next steps?
After completing Modules 1-4 of the School Health Index, the applicant will use the SHI self-assessment to develop a School Health Improvement Plan focused on improving these issues, and design an initiative that addresses their identified gaps and weaknesses.  Applicants would be required to include their Overall Score Card for the questions answered in modules 1-4 in their applications, and correlate their School Health Improvement Plans to their project designs.

Will there be other School Health Index (SHI) requirements if we are selected as a PEP Grantee?
Grantees will be required to complete the same SHI Modules at the end of the project period and submit the Overall Score Cards from the second assessments in their final reports.  This information will demonstrate SHI completion and program improvement as a result of PEP funding.

Where can we get additional information about the School Health Index (SHI)?
You can get more information about the SHI at: https://apps.nccd.cdc.gov/shi/default.aspx. .

What is the PEP application requirement for nutrition and physical activity related policies?
PEP grantees are required to develop, update, or enhance physical activity policies and food- and nutrition-related policies that promote healthy eating and physical activity throughout students’ everyday lives, as part of their PEP projects.  Applicants must describe their current policy framework, areas of focus, and the planned process for policy development, implementation, review, and monitoring.

Applicants are required to sign a Program- Specific Assurance that commits them to developing, updating, or enhancing these policies during the project period.  Applicants that do not submit such a Program-Specific Assurance signed by the applicant’s Authorized Representative would be ineligible for the competition, which can be found on page 141.

How can a PEP applicant identify nutrition and physical activity policy interventions?
Applicants can identify physical activity and nutrition policies to address using their State’s standards for physical education and the results from their SHI assessments.

Will there be other nutrition and physical activity related policy requirements if we are selected as a PEP Grantee?
Grantees would be required to detail at the end of their project period in their final reports the physical activity and nutrition policies selected and how the policies improved through the course of the project.

What is a local wellness policy?
Under these provisions, a local wellness policy, at a minimum, includes goals for nutrition education, physical activity, and other school-based activities designed to promote student wellness; nutrition guidelines for all foods available on each school campus; guidelines for reimbursable school meals that are no less restrictive than the U.S. Department of Agriculture (USDA) regulations and guidelines; and a plan for measuring implementation, including designation of one or more persons at the LEA or school level charged with operational responsibility for ensuring that the school meets the local wellness policies.  In addition, parents, students, and various other “stakeholders” must be involved in the development of the local wellness policy.  For more information about local wellness policies, please see http://teamnutrition.usda.gov/healthy/wellnesspolicy.html.

What is the PEP grant requirement for linkages with local wellness policies?
We propose that applicants that are participating in a program authorized by the Richard B. Russell National School Lunch Act or the Child Nutrition Act of 1966 must describe in their applications their school district’s established local wellness policy and how the proposed PEP project will align with and support, complement, and enhance the implementation of the applicant’s local wellness policy.  The LEA’s local wellness policy should address all requirements in the Child Nutrition Act of 2004.  CBO applicants describe in their applications how their proposed projects will enhance or support the intent of the local wellness policies of their LEA partner(s).

If an applicant or a member of its partnership group does not participate in the school lunch program authorized by the Richard B. Russell National School Lunch Act or the Child Nutrition Act of 1966, it would not necessarily have a local wellness policy and, thus, would not be required to meet this requirement or adopt a local wellness policy. However, we would encourage such applicants to develop and adopt a local wellness policy, consistent with the provisions in the Richard B. Russell National School Lunch Act or the Child Nutrition Act of 1966 in conjunction with its PEP project.

Where can we get information about CDC’s Coordinated School Health Program?
The Centers for Disease Control and Prevention (CDC) provides funding for state and territorial education agencies and tribal governments to help school districts and schools implement a Coordinated School Health Program (CSHP), and, through this approach, increase effectiveness of policies, programs, and practices to promote physical activity, nutrition, and tobacco-use prevention among students. For more information about which states receive coordinated school health funding (including program contacts), please see http://www.cdc.gov/healthyyouth/partners/funded/cshp.htm.

Where can we get information about USDA’s Team Nutrition Initiative?
Team Nutrition is an initiative of the USDA Food and Nutrition Service to support the Child Nutrition Programs through training and technical assistance for foodservice, nutrition education for children and their caregivers, and school and community support for healthy eating and physical activity.  For more information about Team Nutrition, please see http://www.teamnutrition.usda.gov/.   To find out if which schools are enrolled in Team Nutrition, go to: http://teamnutrition.usda.gov/database.html.

Where can we get information about HHS’ Communities Putting Prevention to Work Initiative?
These awards will support evidence-based community approaches to chronic disease prevention and control in selected urban, rural, and tribal communities to achieve increased levels of physical activity; improved nutrition; decreased overweight/obesity prevalence Decreased smoking prevalence and decreased teen smoking initiation; and decreased exposure to secondhand smoke. For more information about Communities Putting Prevention to Work, including a list of grant recipients, please see http://www.cdc.gov/chronicdisease/recovery/community.htm.

Are there other Federal, state, and local nutrition and physical activity initiatives with which an applicant should coordinate? 
Yes. There is many other Federal, state, and local initiatives that also work to promote healthy nutrition and physical activity.  These other initiatives include, but are not limited to:

What is the Physical Education Curriculum Analysis Tool (PECAT)?
The PECAT is a tool for analyzing written physical education curricula to determine how closely they align with national standards for high-quality physical education. The purpose of the PECAT is to help school districts conduct a clear, complete, and consistent analysis of physical education curricula. PECAT results can help users enhance, develop, or select appropriate and effective physical education curricula for the delivery of quality physical education, which will improve the ability of schools to positively influence motor skills and physical activity behaviors among school-age youth.

What is the PEP grant requirement for using the PECAT?
Applicants that plan to use PEP grant-related funds, including Federal and non-Federal matching funds, to create, update, or enhance their physical education curricula are required to complete the PECAT and submit their overall PECAT scorecard, and the curriculum improvement plan from PECAT.

What is the Health Education Curriculum Analysis Tool (HECAT)?
The Health Education Curriculum Analysis Tool (HECAT) is an assessment tool for examining school health education curricula. The HECAT can help school districts conduct a clear, complete, and consistent analysis of health education curricula based on the National Health Education Standards and CDC’s Characteristics of Effective Health Education Curricula. The HECAT results can help schools select or develop appropriate and effective health education curricula and improve the delivery of health education. HECAT modules address the following topic areas: Alcohol and Other Drugs; Healthy Eating; Mental and Emotional Health; Personal Health and Wellness; Physical Activity; Safety; Sexual Health; Tobacco; Violence Prevention; and Comprehensive Health Education.

What is the PEP grant requirement for using the HECAT?
Applicants that plan to use PEP grant-related funds, including Federal and non-Federal matching funds, to create, update, or enhance their nutrition instruction in health education are required to complete the healthy eating module of the HECAT.  Applicants must describe how the HECAT assessment would be used to guide nutrition instruction curricular changes.

If we are proposing to create, update, or enhance my nutrition instruction with PEP grant funds, must we complete the entire HECAT?
No.  Only the healthy eating module of the HECAT is require for grantees proposing to create, update, or enhance their nutrition instruction with PEP grant funds.

Will the PEP grant support implementation of a general health education curriculum? 
No.  The PEP grant will not support activities that fall outside the scope of the absolute priority.  For example, the PEP grant will not support activities related to tobacco use prevention.

Is it required that PEP applicants use the PECAT/HECAT?
If an applicant is proposing to use grant-related funds for physical education and/or nutrition instruction curricula, the PECAT and/or HECAT are required.  If the applicant is not proposing to use grant-related funds for these purposes, it would not need to use the PECAT and/or HECAT.

Where can we get more information about the PECAT?
For more information about the PECAT, including frequently asked questions, please see http://www.cdc.gov/healthyyouth/PECAT/index.htm.

Where can we get more information about the HECAT?
For more information about the HECAT, including frequently asked questions, please see
http://www.cdc.gov/healthyyouth/hecat/index.htm.  The healthy eating module can be found at http://www.cdc.gov/healthyyouth/hecat/pdf/HECAT_Module_HE.pdf.

What kinds of equipment may we propose to purchase with PEP grant funds? 
Under this program, you may purchase durable goods designed for use for programs or staff training or other purposes.  However, these equipment purchases must be aligned with the curricular components of your physical education and nutrition program.  Applicants must commit to aligning the students’ use of the equipment with PEP elements applicable to their projects, and any applicable curricula by signing a Program Specific Assurance.  Applicants that do not submit such a Program Specific Assurance would be ineligible for the competition.

Are PEP applicants able to propose equipment purchases related to any of the six program elements identified in the absolute priority?
Applicants can only include equipment purchases related to the program elements applicable to their projects.  Applicants that propose to address all six program elements would be able to include equipment related to all six elements in their applications.  However, an application cannot include equipment purchases related to a program element that will not be addressed in the project.  For instance, an applicant cannot include professional development equipment purchases if PE teacher professional development (element #6) is not included in the scope of the project.

What is the PEP grant requirement for increasing transparency and accountability?
Grantees are required to create or use existing reporting mechanisms to provide information on students’ progress, in the aggregate, on key program indicators required by this grant, as well as on any unique project-level measures proposed in the application.  The aggregate-level information should be easily accessible to the public, such as posted on the grantee’s or a partner’s Web site.

Would privacy provisions apply to the release of information described in this requirement?
Grantees that are educational agencies or institutions would be subject to applicable Federal, state, and local privacy provisions, including the Family Educational Rights and Privacy (FERPA) Act – a law that generally prohibits the non-consensual disclosure of personally identifiable information in a student’s education record.  For more information about FERPA, please see http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html.

Where can we find Program Specific Assurance forms to ensure we meet Requirements 2, 3, 4, 6, & 7?
There are no standard Program Specific Assurance forms; however; the appendices of this application include a Program Specific Assurance that may be used to address Requirements 2, 3, 4, 6, and 7. You may also find a Program Specific Assurance at: http://www2.ed.gov/programs/whitephysed/applicant.html

How many GPRA performance measures are required for this program?
There are three GPRA performance measures required for this program:
(a)  The percentage of students served by the grant who engage in 60 minutes of daily physical activity measured by using pedometers for students in grades K-12 and an additional 3-Day Physical Activity Recall (3DPAR) instrument to collect data on students in grades 5-12.
(b) The percentage of students served by the grant who meet the standard of a healthy fitness zone as established by the assessment for the Presidential Youth Fitness Program (PYFP) in at least five of the six fitness areas of that assessment.
(c)  The percentage of students served by the grant who consume fruit two or more times per day and vegetables three or more times per day as measured in programs serving high school students using the nutrition-related questions from the Youth Risk Behavior Survey and in programs serving elementary and middle school students using an appropriate assessment tool for their populations.
Our program would like to use other measures instead of the three GPRA performance measures.  Is that allowed?
No.  Grantees must collect and report data on all three GPRA measures.

Our program would like to use other measures in addition to the three GPRA performance measures.  Is that allowed?
Yes.  In fact, grantees should report on all program specific measures as a part of the annual and final reports.

How often will grantees collect data on these measures?
Grantees will be required to collect and aggregate data two times annually.  In addition, during the first year, grantees will have an additional data collection period prior to program implementation.

Are pedometers the only measurement tool to be used for the GPRA measure on physical activity (Measure 1)?
No.  In addition to the pedometers, grantees use an the three-day Physical Activity Recall (3DPAR) instrument to collect data on students in grades 5-12. The 3DPAR is a self-report instrument based on the Previous Day Physical Activity Recall and is designed to capture habitual physical activity of adolescents. 3DPAR uses a time-based recall approach over a three-day period. Physical activity is then determined using the metabolic equivalent (MET) levels. The instrument can be completed during a single 30 minute session, making it ideal for school-based data collection.

Where can I find additional information about the 3DPAR instrument?
For more information about the 3DPAR instrument, please see http://www.sph.sc.edu/USC_CPARG/tool_detail.asp?id=3.

Our program would like to use heart rate monitors instead of pedometers.  Is that allowed?
No. Pedometry is required in order to assess the PEP program’s GPRA Measure 1: the extent to which grantees increase the number of students who are physically active for at least 60 minutes per day.

Our program would like to use heart rate monitors in addition to pedometers.  Is that allowed?
Pedometry is required in order to assess the PEP program’s GPRA Measure 1: the extent to which grantees increase the number of students who are physically active for at least 60 minutes per day.  However, applicants can choose whether they want to use other measurement tools, such as heart rate monitors, in addition to pedometers.

Are pedometers able to accurately record children’s physical activity?
 A substantial amount of recent research has found pedometers to be valid and reliable measures of children's and adolescents’ physical activity.  As a result of these studies, pedometers are widely accepted as a cost-effective, accurate measure of physical activity for children. Pedometers can be used for all ages, from kindergarten through grade 12. Data collection with pedometers is relatively simple, straight forward, and noninvasive. Training individuals to collect data with pedometers will not take more than 1-2 hours at the most.

What is the Presidential Youth Fitness Program (PYFP)?
The Presidential Youth Fitness Program is a voluntary program that includes a health-related assessment, as well as educational and motivational tools, to support educators and empower students to adopt an active lifestyle. The program is built around three pillars: assessment, professional development and education, and awards and recognition. It is designed to be used in schools to support quality physical education programming.

Why is Presidential Youth Fitness Program called a program and not a test?
The fitness assessment—and its corresponding protocols—is just one of the elements that comprise the Presidential Youth Fitness Program. Experts agree that an assessment should be part of a comprehensive program that includes professional development and motivational recognition that empowers students to be more physically active.

How much does the Presidential Youth Fitness Program cost?
The current program is free for schools to implement. Supplemental resources to support this program can be purchased through program partners.

Are we required to use the Presidential Youth Fitness Program?
No, you are not required to use the Presidential Youth Fitness Program; however in response to the GPRA measure, you must report on the percentage of students served by the grant who meet the standard of a healthy fitness zone as established by the assessment for the Presidential Youth Fitness Program (PYFP) in at least five of the six fitness areas of that assessment.
Who do I contact if I have questions about the Presidential Youth Fitness Program or its assessments?
Information about the program and assessments can be found at www.presidentialyouthfitnessprogram.org. Email general questions to the program at info@presidentialyouthfitnessprogram.org.

Do we have to measure student success in all 6 fitness areas of the Presidential Youth Fitness Program (PYFP)?
No.  Grantees may choose to measure success in all 6 fitness areas of the Presidential Youth Fitness Test (PYFT); however, ED will require grantees to report only the number of students served by the grant who meet the standard of a healthy fitness zone in at least 5 of those fitness areas.

Our program will serve high school students.  What measurement tool should we use for the third GPRA measure that assesses fruit and vegetable consumption?
Programs serving high school students would be required to use the nutrition-related questions from CDC’s Youth Risk Behavior Survey (YRBS) to determine the number of students who meet these goals.

Where can I find the fruit- and vegetable-related questions from CDC’s YRBS?
The YRBS survey can be found at http://www.cdc.gov/healthyyouth/yrbs/questionnaire_rationale.htm. The questions related to fruit and vegetable consumption are questions 72-75 on the high school survey.
Program-Specific Budget

Is there a minimum or maximum amount that may be requested to support a project?
No. Although the application package includes an estimated range of awards, an applicant should request the amount needed to support the goals, objectives and scope of the proposed project, including a detailed justification for that amount.

May grant funds be used to support professional development activities?
Yes, as long as the activities directly support the purposes of the grant.

Do we need to submit a budget narrative for each year?
Yes, for both Federal and non-Federal funds.  For a sample PEP budget narrative, please see www.ed.gov/programs/whitephysed/applicant.html.

How much detail should be included in the budget narrative?
Please include a per unit cost breakdown for all costs listed and describe in the narrative how each cost links to the goals and objectives of the program.  Please be sure to provide sufficient detail for each item in the budget to clearly justify costs.  When in doubt, please provide more information about each budget item than you may think necessary.

Where can we find guidance on developing a budget narrative?
For additional guidance on preparing a budget narrative, please see www.ed.gov/admins/grants/apply/techassist/resource_pg8.html.

Is there a match requirement for this program?
Yes.  Please refer to the Program Information section of this guidance for more information about this requirement.

Are there certain items that cannot be purchased with grant or matching funds?
Yes, generally.  Grant funds cannot be used to purchase food, incentives, prizes, or other items identified by the Office of Management and Budget’s (OMB) Cost Principles as unallowable.  For more information about OMB’s Cost Principles, please see: www.whitehouse.gov/OMB/circulars/a087/a087-all.html for LEAs and www.whitehouse.gov/OMB/circulars/a122/a122.html for CBOs.

Does the in-kind match have to be in cash?  What types of resources may be used as the required match?
No.  The matching requirement may be met by using other non-Federal resources such as donated staff time or salary for the Project Director to perform administrative oversight of this project.  Another example of an acceptable match is the cost of substitutes while teachers are being trained.  Note that the salaries of current physical education teachers may not be used to satisfy the matching requirement.  In addition, discounts on equipment purchases may not be used to satisfy the matching requirement.

Can the match include volunteered time or the value of existing equipment?
Yes.  If you want to count the value of donated time towards your match, you must include letters of commitment with your application.

The value of existing equipment can only be counted towards part of the match if, and only if, the equipment will be used as part of the proposed project’s implementation.  If you want to include the market value of existing equipment towards your match, you must include in your application documentation as to how the market value was determined.  Also, please note, when determining the value of the equipment to count towards the match, you cannot claim the full value of the equipment in one year, unless the full value of the equipment will be depleted in that year and the equipment will be rendered useless at the end of that year.  You will need to determine the reasonable lifespan of the equipment in determining the value and only use the value of one year of that equipment’s lifespan as part of the match.  Also note, equipment depreciates over time and this rate of depreciation must also be taken into account when determining the value of the equipment. 

For example, if you would like to use a recently-purchased treadmill, you would consider the current market value (which would take depreciation into account), and amortize the existing value over the expected remaining lifespan of the treadmill.  Specifically, if the treadmill is two years old, its current market value is $5,000, and your project proposes to significantly increase the number of students that use the treadmill, you might expect that the treadmill has five remaining years of life left.  You might also reasonably assume a 10% annual depreciation of the treadmill, given the usual wear and tear.  In year one of the project, you could reasonably count $1,000 of the treadmill’s value towards the match requirement.  In year two, you could reasonably count $900 of the treadmill’s value towards the match requirement, which also accounts for a 10% depreciation of the total value of the treadmill.  In year three, you could reasonably count $810 towards your match, which again accounts for 10% depreciation.  These totals reflect the amount that you would be reasonably “consumed” in the project’s three years, again, assuming that the treadmill had a remaining five-year lifespan.

Can the match include the rental value of facilities?
Yes.  You may include the cost to rent a facility towards your match if such facility will be used to conduct your program activities, and if you provide evidence that the facility is customarily rented at the cost claimed.  Rental fees may not be claimed on classrooms, gymnasiums, pools, or other facilities that are not normally rented to the grantee.

Is there a cap on administrative costs?
Yes.  Not more than five percent of the grant funds made available to an LEA or CBO may be used for administrative costs.

May we use the funds for construction, such as building a gymnasium or other facility or to purchase land or building or another facility?
No.  Facilities construction (such as tennis courts, volleyball courts, basketball courts, swimming pools, gymnasiums, and other permanent structures) is not an allowable expense.

May we charge students activity fees?
No.  Students may not be charged to participate in activities that are being paid for with grant funds. 

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Last Modified: 02/26/2013