Overview _ Application Process for the Drug-Free Communities Support Program.pptx

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Overview _ Application Process for the Drug-Free Communities Support Program.pptx Powered By Docstoc
					Overview & Application Process
for the Drug-Free Communities
       Support Program
       Executive Office of the President
     Office of National Drug Control Policy
  Drug-Free Communities Act of 1997
• Established the DFC Program
• Subsequent reauthorizations in 2001 and 2006
• Current reauthorization “in progress”
• Funding for FY2013 is somewhere between $92 and
  95million
  • Will fund around 100 grants next year
  • Request for Applications posted in January 2013
  • All eligible coalitions are encouraged to apply
                  DFC Grantees
   Training/Technical Assistance   Review/Program/Finance
              CADCA                       SAMHSA
Office of National Drug Control Policy
Office of National Drug Control Policy
Authorizes and Appropriates the DFC Program
      United States Congress
      United States Congress
        Goals of the DFC Program
To establish and strengthen collaboration among
  communities, nonprofit agencies, and Federal,
  State, local and tribal governments to support
  the efforts of community coalitions to prevent
  and reduce substance use among youth

To reduce substance use among youth and, over
  time, reduce substance abuse among adults by
  addressing the factors in a community that
  increase the risk of substance abuse and
  promoting the factors that minimize the risk of
  substance abuse
         Theory of the DFC Program
A small amount of Federal funding combined with a local match
   of resources and volunteer support can reduce youth drug
   use
   – Grantees receive $125,000/year in 5 year cycles
   – Maximum of 10 years


By mobilizing community leaders to identify and respond to the
   drug problems unique to their community, DFC is designed to
   change the entire community environment

Focusing on environmental change ultimately contributes to
  reductions in substance use among youth, and over time,
  substance abuse among adults
              How DFC Works
• Government issues Request for Applications
• Coalitions apply
• Applications are scored through a Peer Review
  process
• Award highest scored applications until all funds
  are exhausted
         DFC’s Definition of a Coalition

     A formal arrangement for cooperation and collaboration
     between groups or sectors of
     a community, in which each group retains its identity, but all
     agree to work together toward
     a common goal of building a safe, healthy,
     and drug free community

DFC grants are intended to support community-based coalitions
      Why Community Coalitions?
• Local problems need local solutions
• No one-size-fits-all way to solve problems
• Communities needs to be able to
  adjust/adapt in real time
• Efforts need to be owned by communities
                    Facts About:
                FY 2012 DFC Grantees
•   $92M appropriation funding 692 total grantees:
    •   $84.6M to 692 DFC grantees
    •   $2.8M to ONDCP (Administrative Operations)
    •   $4.6M to SAMHSA (Grant Monitoring & Management)
    •   $2M to CADCA (National Coalition Institute)


•   DFC covers 49 states, DC, Puerto Rico, Palau, American
    Samoa and the Federated States of Micronesia
DFC Works!!!
       •   Past 30-day use of alcohol,
           tobacco & marijuana has
           declined for middle & high
           school

       •   Past 30-day use of alcohol,
           tobacco & marijuana was lower
           for high school youth in DFC-
           funded communities than a
           nationally representative
           sample (YRBS data)
       ICF International,
       2011 DFC Status Report
            DFC in Urban Centers
• Currently, 57% of all DFC grants are in urban centers
• $125k doesn’t seem like enough
• Big cities need multiple DFC coalitions
• Use the DFC Mentoring Program to get coalitions off
  the ground with the support of current DFC grantees
• Help citizens understand that collaboration and
  leveraging of resources is the heart of coalition work
• DFC is an infrastructure support grant—not intended
                                   grant
  to “buy” everything
  January           February                March             March/April
 RFA public        Recruit Peer        Applications Due HHS Format/Requirement
                    Reviewers                                  Screening

    June/July             May/June
                                                         April
   Rank Order            Peer Review
                                            Statutory Eligibility Screening
Funding Packages           Process
                                                 Eligible? Ineligible?
   Assembled

                               September                      October
                             Notice of Awards          Summary Sheets/Scores
                                  Issued                     Mailed
        August
   Funding Decisions
      Announced                               December
                                    Mandatory New Grantee Training
                                          in Washington, DC
THE $625,000-$1,250,000 QUESTION
              IS….


WHY DO APPLICANTS FAIL TO GET
         FUNDED?
                  The Simple Stuff
• Do not miss application deadline
   • Aim for a week ahead of the deadline as your mail
     out date
• Make sure you use the correct RFA…to the T
  • Not one from a previous year
  • Do not make up your own questions
  • Do not mix RFA questions
      • Some from one year and some from another
   • Follow the RFA for the correct year as it is written
     using all provided templates where REQUIRED
                   The 12 Sectors
     (examples of potential representatives)
• Youth                        • Media
  • a person under 18; not
                    18            • the outlet where the
    a youth minister, coach,        majority of the
    etc.                            community gets
• Parent                            information
  • mother/father/guardian     • School
    /grandparent                  • Principal
• Business                        • Superintendent
  • Chamber of                 • Youth-Serving
    Commerce/owner of            Organization
    local business                • Boys & Girls Club
                The 12 Sectors (con’t)
       (examples of potential representatives)
• Law Enforcement               • Healthcare Professionals
   • Chief of Police/Sheriff       • Doctor/Nurse/Dentist/Behavi
• Religious/Fraternal                oral Health Professional
  Organizations                 • State/Local/Tribal
   • Pastor/Rabbi/Imam/           Government w/ expertise
      Masons                      in substance abuse
• Civic/Volunteer Groups          prevention
   • Sertoma Club/Kiwanis          • SSA/State Prevention or
      Club/Big Brothers & Big        Treatment Director
      Sisters                   • Other Substance Abuse
   • Not just a random            Organization
      “volunteer” on the           • Local prevention/treatment
      coalition                      provider
     Statutory Eligibility Requirements:
             Coalition Minutes
• Typically, the RFA asks for
   • One set between January 1-September 30 of the year
     PRIOR to the RFA being published

   • Second set from October 1 of the year PRIOR to the RFA
     being published and the application due date (March of
     the current year)

   • Purpose:
     Purpose
      • To prove 6 months existence, as well as recent coalition activity
      • To indicate significant involvement by sector members
      • To show that youth substance use prevention is a priority
     Statutory Eligibility Requirements:
            Mission Statement
• Coalition must have as its principal mission the
  reduction of substance abuse, which at a minimum
                          abuse
  includes the prevention of the use/abuse of drugs…with
  a primary focus on youth…
                     youth

   • Mission statement must belong to the applicant
     coalition
   • Problem - Mission statement is generalized toward
     public health issues
     Statutory Eligibility Requirements:
               Multiple Drugs
• …developed a strategic plan to reduce substance abuse
  among youth, which targets multiple drugs of abuse
• Multiple = more than 1
   • Cannot be an “underage drinking” coalition that does not
     address other drugs
   • Do not use the terms “ATOD”, “substances” or “substance
     abuse” to account for all substances
   • List multiple drugs in data question and in the Action Plan
      Statutory Eligibility Requirements:
             National Evaluation
Provide this information in the correct Attachment:
1.  The name of the survey utilized to collect the survey for the four
    core measures.
2. How often/when will the survey(s) be administered for core
    measures data collection?
   – usually a year; tell us how often the survey is administered
       (yearly/every 2 years)
3. What, if any, supplemental survey(s)/data will be used to meet
    the requirements of the DFC National Cross-Site Evaluation?
   – Name of the survey/description of data or NA (if not
       applicable)
      Statutory Eligibility Requirements:
            Legally Eligibility Entity
• Scenario One:
   • The coalition is it’s own 501(c) 3 and is legally eligible
     to apply for a DFC grant on its own

       • On a single sheet of paper, labeled “Attachment 5:
                                 paper
         Statement of Legally Eligibility Entity”
       • Write and sign a statement indicating the coalition
         is a legally eligibility entity
     Statutory Eligibility Requirements:
           Legally Eligibility Entity
• Scenario Two:
   • The coalition is partnering with an outside agency to
     serve as the legal applicant/grantee on its behalf
      • May use the sample in the RFA for the
        Memorandum of Understanding between the
        partnering agency and the coalition

      • Must have two signatures: one from the legal
                       signatures
        applicant/grantee and one from the coalition
      Statutory Eligibility Requirements:
            Legally Eligible Entity
• If the legal applicant (#8 on the 424) is not the coalition,
  then there must be an MOU signed between the legal
  applicant (#8 on the 424) and the coalition the grant, if
  awarded, will support

• Even if the coalition is operated in the same building or
  under the same staffing structure as the legal applicant,
  an MOU must be in place between the legal applicant
  and the coalition
      Statutory Eligibility Requirements:
                   1:1 Match
• Must indicate one-to-one match requirement
    • Problems: Incorrect math and/or forget to add match in the
      places indicated

•    Must show a dollar-for-dollar match from non-Federal
     sources equaling amount of Federal request
    • Know the origin of any funding you put forth as match (i.e., Is
      the police officer’s salary paid for with Federal funds passed
      through the State/County/City?)
•    Do not overpromise match
    • Must account for every matched dollar to the Government
     Statutory Eligibility Requirements:
                 $125k/year
• No more than $125,000/year within all parts of the
  application

   • Make sure ALL the numbers match
   • Make sure they do not exceed $125,000
           Overlapping Zip Codes
     & Letter(s) of Mutual Cooperation
• If an applicant coalition is going to overlap zip codes
  with a current DFC grantee or an applicant applying in
  the same cycle, the following must be included in a
  Letter of Mutual Cooperation:
                    Cooperation
   • Which zip codes overlap—list the specific zip codes
   • What the two (or more) coalitions will do to work together
   • Must have one signature from each overlapping coalition(s) on
     the letter
            One DFC Grant at a Time
              Grantee = Entity awarded a grant

             Coalition              Outside Fiduciary Agent
        with 501c(3) status

• Only one grant can be issued to a grantee at one time
• Sign the form titled “Applicant Assurance of No More than One DFC
  Grant” and place under the correct Attachment number
• This Appendix also states that you can only fund one coalition at a
  time. One grant, one coalition.
                End of Grant Policy
              (aka The 10 Year Rule)
• Maximum of 10 years of DFC funding per coalition

• Outside agencies acting as grantees on behalf of a
  coalition cannot seek funding for the same coalition for
  more than 10 years

• Sign the form titled “Applicant Assurance of Compliance
  with the End of Grant Policy” and place under the correct
  Attachment number
        The Content: Project Narrative
• Problem - Application contains fluff & not enough
  substance
   • Answer the question in the first 2-3 sentences of the first
     paragraph of the answer
   • Name your community—make it specific
      • “In the ABC neighborhood/town/city/county, local conditions
        increase the likelihood that youth substance use will take place….”

   • Do not write an application full of “obvious statements”
      • “Youth substance use is a problem that increases the
        opportunities for youth to fail at school and not become
        productive members of their community, and society as a whole.”
        The Content: Project Narrative
• Problem - Application lacks consistent focus beginning
  with problem identification & throughout each question
  including the Action Plan
   • Example: Applicant lists underage drinking & Rx as main
     problems early in application, but fails to provide strategies
     to address underage drinking & Rx in Action Plan (or
     throughout application)

• RFA has always contained a question that implies the
  use of data to determine the community’s most
  significant youth substance use problems
• RFA will continue to ask for a 1-year Action Plan
        The Content: Project Narrative
• Make the best use of the pages allotted for response to
  the Project Narrative

• If a question has a high point value, it will most likely
                                 value
  require more pages

• The Action Plan will carry the most points in the RFA
   • Why? Because it tells us what you are going to do and what
     you want us to fund
       The Content: Project Narrative
• Application lacks focus on environmental strategies

   • If you don’t know what “environmental strategies”
     are…learn
   • They are required for DFC grantees
   • Applications include strategies that are considered
     “environmental” will score higher
   • Action Plan should be comprehensive with a focus on
     environmental strategies
7 Strategies for Community Change




                               Individual
 • Provide information
 • Build skills
 • Provide support
 • Change incentives / consequences




                                            Environmental
 • Reduce barriers / enhance access
 • Change physical design of
   the environment
 • Modify policies and broader systems
  The Content: Environmental Strategies
• Seven Strategies for Community Change
   • Strategies 1-3=educational/individual
   • Strategies 4-7=environmental
• Support the use of all 7 with emphasis of the use of DFC
  funding on strategies 4-7

• Newer coalitions may use 1-3 to prep a community for the
  implementation of 4-7
• New initiatives may require 1-3 to prep a community for
  the implementation of 4-7
            The Content: Action Plan
• MUST use the template as provided in the RFA
• Must address BOTH DFC goals
   • May add your own in addition to the two indicated
• Include measurable objectives
• Include specific strategies that will move the objectives
  addressing the drugs named as priorities for the coalition
• Must include activities relevant to each strategy for each
  drug being addressed
     Start Working on Your Action Plan
• Please use Landscape TODAY!
                       Orientation
• 10 pt. font (ONLY IF USING PAPER SUBMISSION)
• Learn how to write a measureable objective
• Understand the difference between a “strategy” and an
  “activity”

• Get technical assistance from the Institute (800-542-2322,
  ext. 240) and have the Action Plan reviewed
       Reading/Using Old Applications
• Do not waste your time reading old applications—even
                                      applications
  if they were funded
• Do not dust off the one you wrote last year/the year
  before that/five years ago & submit it for the FY2013 RFA
  funding cycle
   •   RFA questions change every year purposefully
   •   The DFC Program evolves & changes
   •   We get smarter
   •   What was funded 1, 2, 3, 5 years ago might not get funded next
       year
          Who are Peer Reviewers?
• DFC grantees in Years 1-4 or 6-10 or former grantees
   • Can include any member of the coalition
• Go through training from ONDCP & SAMHSA
• Want to read your “story”
   • Write application for one of your peers to read
• Human elements to the process
   • Do not make it hard for Reviewers to find information
   • Lose the “fluff”
   • White space
  QUESTIONS?
   SHANNON WEATHERLY
  ACTING ADMINISTRATOR
     202.395.6774
SWEATHERLY@ONDCP.EOP.GOV

				
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