INSTRUCTIONS � Letter of Intent 2012-2015

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LETTER OF INTENT 2012-2015

Frequently Asked Questions

This document will be updated as questions are received and reposted to the Web page
and ODM system Library. Updates will be indicated in green text. Before submitting
questions for Technical Assistance (TA), please revisit this document for the latest
information.

Who Must Complete A Letter of Intent (LOI) form?
Every applicant program must submit a Letter of Intent to be considered for Trident United Way
funding, including all programs that received funding in the past. 9.26/2011 There are three Letter
of Intent 2012-2015 forms. Applicant programs must choose the form that best represents their
program(s). Reviewing the funding directives (see Call for Investments Guide 2012-2015, pages
10-26) under each target issue will help applicants determine which form they should choose.
Some applicants may be required to submit more than one Letter of Intent depending on the
programs for which the applicant is requesting funding.

Option 1 Option 2 Option 3
General (non-Links): Links to Success: Links to Success:
 Individual Program  Integrated Service  Linking Partner (LP)
Provider (ISP)
 Service Delivery System
 Collaborative Partnership

Each program not applying Links to Success is a collabora- This LOI form is for programs
under Links to Success must tive model of intervention proposing to provide specific
complete and submit the 2012- designed to provide a seamless services in schools that align
2015 General Letter of Intent in service delivery system in select with key Education, Financial
order to be considered for high-poverty schools. A full- Stability and Health strategies
Trident United Way funding. time site coordinator, employed as defined under the Links to
by the ISP, coordinates multiple Success funding requirements.
programs providing services in Programs applying to be
the schools. Organizations considered a Linking Partner
applying to be considered as an should choose this form.
ISP should use this form.

To view a sample form, click To view a sample form, click To view a sample form, click
here: here: here:
Letter of Intent 2012-2015 LOI Links Integrated Service LOI Links Linking Partner
Provider
2 Letter of Intent 2012-2015 Frequently Asked Questions

What is the difference between an individual program, service delivery system
and collaborative as outlined in the LOI general form?

Individual Service Delivery Collaborative
System Partnership

 Most applicant programs  Organization has several  Two or more organizations
will fall under this programs that work work together to provide
category. together to provide a services in one location
series or continuum of aimed at a specific impact
 Program targets a specific services under one impact area and target population.
population, using clearly- area for the same target 9.26/2011
defined interventions, population. 9.16/2011
resulting in measurable  More than a simple referral
outcomes aligned with one  Example: Organization system. Typically includes
specific target issue. has programs that provide formal contractual
services in basic needs, agreements that describe
 Program meets the financial education and service delivery and
funding directives of the home ownership. Clients financial commitments.
target issue and is can access any of the 9/14/2011
prepared to use the services at any time
identified performance  One organization is
depending upon their
measures aligned with identified as the lead
needs.
each chosen strategy. partner and acts as a
 The organization operates coordinating entity for
each of the individual services provided.
programs.
 The collaborative meets
 The Service Delivery the funding directives for
System meets the funding one or more target issues
directives for one or more within an impact area and
target issues within an is prepared to use the
impact area and is performance measures for
prepared to use the each chosen strategy.
performance measures for
each chosen strategy
 The lead organization is
under the target issue. prepared to report
outcomes on behalf of all
programs.

Is it possible for more than one organization to submit a LOI?
Yes. Trident United Way has created a collaborative program category under the general Letter
of Intent. The category requires one organization to act as the lead partner for the collaborative.
Multiple organizations can be part of the collaborative provided that all services align under one
impact area. The lead partner must be a 501(c)(3) non-profit organization. Other partners can
include a mix of public and private organizations. The collaborative can choose more than one
target issue within an impact area provided that they meet all the funding directives under each.
At the current time, there is no provision for programs to apply under multiple impact areas.

If an organization is publically funded – for example a school district or county
agency without 501(c)(3) status – can they apply for funding?
Yes, under the Links to Success target issue or as part of a collaborative application with a non-
profit 501(c)(3) organization as the lead organization. Organizations without a 501(c)(3) are
not eligible for funding as an individual program without a sponsoring 501(c)(3) organization.
11.2.2011

2
3 Letter of Intent 2012-2015 Frequently Asked Questions

Can I include the same program (or components of a program) in more than
one LOI?
No. Organizations are encouraged to choose the Target Issue under which the alignment
between the program and indicators is strongest. Volunteers will not be able to consider the
same program under more than one LOI. Please note the following:
 School based programs (in elementary and middle schools) should apply under the Links
to Success target issue. Organizations cannot also submit an LOI under Youth Graduate
for non-Links program sites.

 Programs should not be broken into parts to be included in more than one LOI. TUW is
committed to investing in programs as a whole, rather than individual components of
programs. Therefore programs should not be “splintered” across two or more target
issues. Please choose the target issue under which the program most closely aligns and
submit only one LOI for each program. 11.2.2011

What is the difference between a Service Delivery System and Collaborative
program under the general Letter of Intent?
The primary difference between these two “types of programs” is that a service delivery system
is operated by one organization that provides all of the services. Under the collaborative
application, multiple organizations work together to provide a series of services under the same
impact area. The collaborative is led by one organization that acts as the coordinating entity for
all the services provided by the collaborative.

Is it possible for an organization to submit more than one LOI?
Yes, depending on the type of program being proposed. If an organization has multiple
programs that work in concert with one another to provide a continuum or series of services,
then the organization may consider applying as a Service Delivery System. However, if the
organization provides discreet services under the same impact areas, or in some cases, different
impact areas, then it will likely need to submit more than one LOI.9/16/2011 It is not possible,
however, to submit multiple LOIs for the same program across different impact areas or target
issues. Organizations are encouraged to submit an LOI for programs with strong program design
and outcomes; demonstrating the ability to meet all of the funding directives.

When Is The Letter Of Intent (LOI) Due?
The Letter of Intent 2012-2015 is due on November 10, 2011, 5:00 p.m. Failure to submit
the LOI by this date and time will result in the program NOT being considered for funding.
IMPORTANT: At 5:01 p.m. on the due date, the ODM will be locked down. This means
that applicants will no longer have access to the LOI form, even if they were in the process of
completing it (be sure to save what has been completed on the form before 5:00 p.m. on the
due date). It is highly recommended that the form be completed prior to the due date, reserving
the opportunity to certify and submit the form on the due date, if necessary.

How Do I Obtain A Letter of Intent Form?
All funding process forms and instructions are accessed using the Online Data Manager (ODM)
system. Programs must attend ODM/LOI training to obtain a login code to access the system.
Login codes from previous submissions will not work for this LOI process. For information on
how to access the ODM, please click on the following link: Access the Online Data Manager
(ODM) System

3
4 Letter of Intent 2012-2015 Frequently Asked Questions

How Do I Submit The Form Once I Have Completed It?
Upon completing the form, and following a detailed review by the applicant program’s Executive
Director or other senior-level staff, perform the following steps:
Preparing the LOI form to be submitted (Part 1 of 2):
 Complete the Certification section at the end of the Letter of Intent form.
 Change the form status from In Progress to Ready to Submit.
 Scroll to the top of the form and click SAVE.
o A pop-up window will indicate the “Document has been saved.”
o Click OK
 Click CLOSE to exit the form.
THE LOI FORM IS NOT YET OFFICIALLY SUBMITTED.
The previous sequence of steps causes email notifications to be sent to the Executive
Director, Program Director and Primary Contact of applicant organization, and notice to
the TUW ODM Administrator.

Officially Submitting the LOI form (Part 2 of 2):
 Step-by-step instructions with screen shots will be provided by the first ODM /LOI
training session, September 8, 2011.
 To view the instructions, click here: Instructions for Officially Submitting the LOI

Can I Make Changes To The Form Once It Has Been “Officially” Submitted?
No. That is why it is important that the form be completed early enough to allow ample time for
the appropriate person(s) to carefully review the form before certifying and submitting it.

How is the LOI used in the Trident United Way funding process?
The LOI is the very important initial step in determining whether or not an organization will be
considered for funding. A primary purpose of the LOI is to determine whether or not the
applicant program meets the basic eligibility criteria for Trident United Way funding. The 2012-
2015 LOI was designed to determine program alignment with the Agenda for Community
Impact. Applicant organizations will be asked to describe how their program will help advance
the annual community indicators and 10-year goals identified in the Agenda for Community
Impact. Programs will also need to demonstrate the ability to meet each of the funding
directives using the identified strategies and performance measures under the selected target
issue. Programs that are then asked to submit a proposal will be those that can clearly
demonstrate an alignment with the 10-year goals and have demonstrated program outcomes
that advance the annual indicators.

Will applications submitted as Collaborative Partnerships be favored or given
more weight in the Letter of Intent (LOI) selection process?
TUW has not established standards to weight one type of program more favorably than another
during the LOI process. As detailed in the question above, the LOI was designed to screen for
TUW funding eligibility and alignment with the Agenda for Community Impact (Impact Agenda)
goals and indicators. Applicants should, however, read page 4 of the Impact Agenda that
highlights TUW’s interest in Partnerships/Collaboratives/Integrated Approaches as a Key
Principle for its work over the next 10 years. 9.26/2011

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5 Letter of Intent 2012-2015 Frequently Asked Questions

What is the process for reviewing the Letters of Intent?
The LOIs will be evaluated by groups of community volunteers. The Education, Financial
Stability and Health Impact Councils are comprised of the volunteers who were responsible for
creating the Agenda for Community Impact and the funding requirements detailed in the Call for
Investments Guide 2012-2015. The Impact Councils will evaluate LOIs submitted under their
respective impact area.
In addition, other volunteer teams will evaluate the following LOIs:
- Integrated Volunteer System LOIs by the Connecting the Community Council
- Links to Success LOIs by the Links to Success Community Investment Review Team (CIRT)
The volunteer teams will evaluate the LOIs November 11–28, 2011. The teams will submit
recommendations to the Community Impact Council (CIC) in early December. Following further
review, the CIC will present their recommendations to the TUW Board of Directors in mid-
December. The Board of Directors has ultimate responsibility for deciding which LOI applicants
will advance in the funding process and their decisions are final; there is no appeal process.
Letters will be sent to all LOI applicants in late December, indicating whether or not they are
invited to submit a proposal to be considered for funding.

If I submit a LOI, will my program likely be invited to submit a full proposal?
Not necessarily. It is likely that some programs that submit LOIs will not be invited to submit a
full proposal. Programs chosen to advance in the funding process by submitting a proposal will
be those most closely aligned with the Agenda for Community Impact. The programs will be
able to describe how they will help improve the annual community indicators and ultimately the
10-year goals for the impact area. The programs will also demonstrate the ability to meet the
funding directives: general and target issue specific.

My program has not received TUW funding in the past. Am I at a disadvantage
to be considered to submit a full proposal for possible funding?
No. The TUW funding process is open and competitive for all applicants who meet the funding
requirements. The Agenda for Community Impact sets forth a plan to meet bold community 10-
year goals. TUW is seeking highly-qualified applicants, regardless of funding history, to work
together to reach the 10-year goals. Previous funding from TUW is not a prerequisite to be
considered for possible funding.

How much of my program budget might TUW fund?
Trident United Way funding cannot exceed 50 percent of the total program budget. A program
that submits an LOI with a funding request that exceeds 50 percent of the program budget does
not meet the minimum requirements necessary to be eligible for TUW funding. Therefore, the
LOI will not be considered. 10.10.2011

We are planning to submit a collaborative partnership application. When
completing the budget section, should the costs and funding sources reflect
the lead organization only or the total partnership?
The entire budget section should reflect the total partnership specific to the program proposed.
The total program costs should include all components of the partnership as it relates to the
program described in the LOI. Likewise, the top funding sources should include funding across
the partnership. All numbers should be specific to the program that is described in the narrative.
If the collaborative partners have other programs in addition to the proposed program, those
costs and funding sources should not be included. 11.2.2011

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6 Letter of Intent 2012-2015 Frequently Asked Questions

The LOI asks for a funding request amount from TUW. If I am invited to
submit a full application, will I be held to the funding request that I submitted
in the LOI?
No. The LOI funding request amount is for TUW planning purposes. It is anticipated that the
2012–2015 funding cycle will be highly competitive and that funding requests will likely exceed
the amount of community investment dollars available. At the current time, TUW does not have
a confirmed funding pool. At the time when programs are invited to submit proposals, it is
anticipated that additional funding information will be available. Applicants will be asked to
submit a full budget with their proposals and may adjust their funding request amount at that
time.

If I have received TUW funding in the past, should I submit a request for
funding in the LOI that is similar to the past amount?
Not necessarily. The 2012–2015 LOI funding request will not be evaluated relative to the
amount of funding a program may have received in the past. The Agenda for Community
Impact sets forth new goals, requirements, strategies and outcomes. Funding requests should
match the applicant organization’s program description, costs and other committed funding. In
other words, legacy funding amounts will not be considered as a baseline for possible funding.

I don’t understand the 2012–2015 reference in the LOI process. Am I
applying for 3 years of funding?
TUW switched to a three-year funding process in 2009. The 2012–2015 reference identifies the
years inclusive in the next funding cycle. Programs that ultimately are awarded funding will be
eligible to receive three years of funding at the same rate without reapplying provided that:

 The funded program continuously meets all of the funding requirements.
 The funded program is not significantly restructured, the number of participants is not
significantly decreased, or the program does not cease operations, experience a
change in its status or standing in the community.
 The TUW campaign does not experience a significant decrease.

May programs apply for increasing funding amounts each year of the three
year cycle?
No. Projected budgets and funding requests are for the same annual amount during the 3 year
cycle. 11/2/2011

I don’t understand the funding directives under the Health Impact Target
Issue – Early Prevention of Chronic Disease, and the Education Target Issue –
Youth Graduate High School On-time, that says program must be or become a
Links to Success linking partner.
Any organization that is requesting funding for a program that delivers services in an
elementary or middle school needs to apply using one of the Links to Success Letter of Intent
(LOI) forms. Please refer to the first FAQ question for a description of the two forms. As of 2007,
TUW stopped funding individual programs delivering services in schools. Since that time, school-
based programs have worked together through the Links to Success Initiative (a collaboration).
TUW is interested in adding additional Linking Partner services using strategies under Education,
Financial Stability and Health. As of this time, this is the only collaborative funding option that
integrates all three impact areas. 9/26/2011

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7 Letter of Intent 2012-2015 Frequently Asked Questions

How Do I Register for Training?
Training is provided separately for outcomes and each impact area. Please go to
www.tuw.org/fundinginfo.asp for information about the trainings offered and to register for a
specific training date.

How Do I Request Technical Assistance?
Technical Assistance (TA) for the Letter of Intent 2012-2015 is available after the applicant has
attended training through November 7, 2011, 5:00 p.m. All questions and TA requests will be
submitted electronically on a request form. TA will be provided in group sessions by impact
area. For more information on how to access TA, please go to www.tuw.org/fundinginfo.asp.

What If I Am Having Problems Accessing or Navigating the Online Data
Manager (ODM) System?
If you are experiencing access, navigating or any other ODM issues, please contact the ODM
Administrator: Patty Mascis, 740-9000 x235, pmascis@tuw.org. Assistance will be provided up
to November 10, 2011, 5:00 p.m.

As I identify my top three funding sources other than TUW, can I list the
amount from my annual fundraiser that is not yet secured but is expected?
Yes. If you have historical and consistent funding streams that you are anticipating will be
renewed but are not yet committed you may include those. 9/14/2011

Under the budget section, top funding sources, may I include grant funds that
are anticipated but are not yet awarded?
You should only include revenue sources for which you have a historical funding relationship,
where funding is almost certain to be renewed. In the source field, indicate that the funding has
not yet been secured and the anticipated notification date. 11/2/2011

Please clarify the length of operation requirement. What is the cut-off date to
define the one year of operations?
The program must have been fully operational for one year as of the due date of the funding
application. For Funding Cycle 2012-2015, the date is February 15, 2012. 10/11/2011

My program has been operating for one year, but we just began to collect
outcomes data. Based upon the description of “fully operational,” will this
make my program ineligible?
No, provided that the program has clearly-defined procedures in place to measure outcomes. A
full year of data collection will not be necessary. 10/11/2011

My program is currently operating under the 501(c)(3) of a sponsor
organization. Is it necessary for my program to have its own 501(c)(3) prior
to being funded?
Any program submitting an LOI, as an individual program or service delivery system, must be
operating under an active 501(c)(3), either its own or that of a sponsor organization. Programs
operating under a sponsor organization must have a formal agreement in place (i.e., document
detailing the structure of relationship, roles of each party, fiscal and donation acceptance
responsibilities, fees, etc.) Collaborative applications can have a mix of 501(c)(3) and public
organizations (i.e., school districts, county/city/regional governmental organizations, etc.)
provided that the lead organization submitting the LOI is a 501(c)(3). 10/11/2011

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8 Letter of Intent 2012-2015 Frequently Asked Questions

Can I apply as an individual program addressing two target issues?
No. Please review the definition of a service delivery system to re-evaluate if your program
meets those criteria. Organizations applying for individual programs are encouraged to choose
the Target Issue under which the alignment between the program and indicators is strongest.
11/2/2011

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