Request for Proposals
Early Head Start/Head Start State/Territorial Oral Health Forums
Leading to an Action Plan
Cycle 6, Posting Date October 1, 2004
The Association of State and Territorial Dental Directors (ASTDD) is soliciting proposals
from organizations to support funding of initial (not follow-up) Early Head Start/Head Start
(EHS/HS) Oral Health Forums in states or territories that have not yet held one. The purpose
of these forums is to solicit input from a multidisciplinary, multi-organizational group of
stakeholders to develop an action plan to improve Head Start oral health components that
includes enhancing prevention and oral health education as well as increasing access to oral
health services. The Head Start Bureau (HSB) and Maternal and Child Health Bureau
(MCHB) are particularly interested in the roles state oral health programs can play in
improving oral health for Early Head Start and Head Start programs. Forty-three states and
four territories/jurisdictions were awarded funding during the first five cycles.
Oral diseases still represent a major health problem for EHS/HS enrollees. Access to dental
services is compromised by the lack of private practice dentists who are willing to accept
young children (especially those on Medicaid) for care in their offices, insufficient capacity of
safety net dental clinics, inadequate referral and tracking mechanisms, and inadequate
funding, creating a lack of “dental homes and wrap around services”. Educational curricula
and other resource materials may not reflect current scientific knowledge about the causes of
dental caries or effective preventive interventions. New information pathways via the Internet
and other modalities have changed the way programs and consultants communicate, share
information, and provide training and technical assistance.
In 1999 a national Head Start Partners Oral Health Forum was convened by the Health
Resources and Services Administration (HRSA), Head Start Bureau, Administration for
Children and Families (ACF), the Health Care Financing Administration (HCFA) now known
as the Center for Medicare and Medicaid, the Special Supplemental Nutrition Programs for
Women, Infants and Children (WIC) to focus attention on early childhood oral health.
Participants at the national Forum called for regional and state level Head Start Forums to
address oral health issues. In 2001 the ACF, HSB and MCHB entered into an Intra-Agency
Agreement to improve oral health for children in Early Head Start and Head Start programs.
Two of the six activities in this agreement are Head Start Regional Oral Health Forums (for
Regions I-XII), and a Head Start Oral Health Project through ASTDD that includes support
for state/territorial forums and action plans. A survey of state and territorial dental directors
showed a wide range of collaborative relationships with Head Start programs, and highlighted
the need to expand and strengthen these relationships.
Who is eligible to apply?
Only one proposal per state or territory will be accepted for review, so organizations
should coordinate their efforts to write a joint application. Letters of commitment from
at least three collaborating organizations, including the fiscal agent, are required. The
applicant organization can be different from the fiscal agent, if necessary. The
State/Territorial Oral Health Program and other government agencies or organizations such as
Head Start Associations, Primary Care Associations, State Collaboration Offices, and Oral
Health Coalitions that have a statewide focus are examples of appropriate organizations that
might apply. Migrant grantees and American Indian/Alaska Native grantees should contact
one of these state agencies to make sure you are included in the planning process.
How much funding is available and what are the restrictions?
States/territories may apply for a $5000 minigrant to help support oral health forums and
development of a written action plan and summary report. States/territories are encouraged to
partner with other groups to secure additional resources or funding and to document in-kind
support. Funds are available from ASTDD through a cooperative agreement from HRSA
MCHB to fund forums in states and territories. Funds can be used for expenses associated
with meeting room and AV rental, travel stipends, contracting with facilitators, supplies,
postage or copying charges, and other reasonable expenses. States are discouraged from using
the funds to pay speaker honoraria as the purpose of the funding is to promote interaction with
a diverse group to develop an action plan, not to simply provide information and give
continuing education credits. Funds may not be used to pay for food and beverages.
Who should be involved in the Planning Process?
A small multidisciplinary group that represents the major stakeholders (including parents) in
EHS, HS and oral health/dental care programs should be involved in the planning process.
Representatives from migrant and American Indian/Alaska Native grantees and from WIC
programs should be included. The group should not be comprised of all dental professionals,
but it is important to have representatives from the both the private and public dental sectors
(dentists and allied dental health professionals), specialists such as pediatric dentists, and
faculty from dental/dental hygiene schools. State dental directors or oral health program
consultants (if there is someone serving in that capacity), the Regional HRSA dental
consultants (if the position is not vacant) and Regional ACF program specialists serving as
oral health liaisons should be included in the planning process in some capacity.
Who should be invited to attend the forums?
The group should be as diverse as possible: Head Start directors, health coordinators, and
parents, including participation from families of children with special health care needs,
American Indian/Alaska Native programs, Migrant programs, home-based and center-based
programs; state/ county/city health department dental and other health staff, especially WIC
and MCH staff; community health center/non-profit clinic dental directors/oral health
program staff; Regional Office ACF/HRSA/CMS/AAPD/WIC staff or consultants if
available; Head Start technical assistance consultants; State Medicaid/SCHIP staff; dental,
dental hygiene and specialty dental society representatives; faculty of dental schools and
dental hygiene programs; other associations (primary care, child care, rural health, etc.);
legislators and staff from the Governor’s office.
Is there a required or recommended format for 1) the oral health forum, 2) the final
report and 3) the action plan?
ASTDD encourages states and territories to be innovative to achieve the final outcome of an
Oral health forum
States may hold one statewide oral health forum that addresses EHS/HS issues; use satellite,
videoconferencing or teleconferencing options; hold regional or community forums; use a
Delphi process to identify priorities; schedule sessions in conjunction with other planned
There is no required format for the final report, but grantees should include an overview of the
planning process, any pre-forum surveys that were conducted, the list of attendees, the
agenda, a summary of discussions or presentations that are not included in the action plan, a
summary of the forum evaluations, and any potential barriers to implementing the action plan.
The action plan should be developed in a concise format, preferably a table that can be
understood by all stakeholders. The action plan should:
a. Describe the needs/issues to be addressed
b. Outline proposed activities with suggested timelines
c. Incorporate findings/recommendations from other stakeholder meetings such as dental
summits, NGA academies, Healthy People 2010 meetings that address Head Start
d. Include anticipated short-and long-term outcomes
e. Note who/what agencies or organizations are responsible for implementing the
activities and plans for leveraging resources
f. Describe how progress on the outcomes will be measured and tracked.
What are the expected outcomes?
In the action plans, states and territories should consider activities and outcomes related to
improved leadership, collaborations and communication among stakeholders; increased
access to regular and appropriate preventive and treatment services; expansion of evidence-
based prevention in Head Start programs; use of up-to-date, scientifically sound,
developmentally and culturally appropriate health education/health promotion approaches and
materials; assessment and evaluation of program components and outcomes; innovative
leveraging of resources for technical assistance and funding.
Process for submitting proposals
Review the information on the following pages, noting the specific questions or items
suggested under each category, as well as the information provided in this brief overview.
Reviewers for the proposals will include regional dental or Head Start consultants and
members of the ASTDD Head Start Advisory Committee. Note the limitation of 5 pages,
not including the letters of commitment or any other supporting information. Try to
keep appendices to a minimum—“more is not necessarily better.”
The due date for proposals for Cycle 6 isFriday October 29, 2004 (must be received by
close of business on that day). Sending by overnight mail is preferred; sign the line that
allows the overnight express company to deliver it without a signature. Ms. Geurink
may be contacted via email to answer questions prior to the due date. The only exception
to this are the territories/jurisdictions who do not have overnight or comparable mail
services. You may fax your proposals to Ms. Geurink at 210-499-5012 or email them (see
Send 1 (one) original and 6 (six) copies of all proposals to:
Ms. Kathy Geurink, RDH, MS
ASTDD Head Start Project Coordinator
204 Canada Verde
San Antonio, TX 78232
Proposal Awards and Requirements
Applicants for Cycle 6 (primary contacts and fiscal agents) will be notified of their funding
status and receive a summary of reviewers’ comments by email by November 15, 2004. In
some cases, applicants may be asked to address deficiencies noted by reviewers before awards
are issued. In other cases, applicants will receive funding but may be asked to clarify or
provide additional information during the planning process to address any concerns noted by
reviewers. Awards payments will be made by ASTDD check within one month after award
notification. All forums should be conducted and final reports must be submitted prior to
July1, 2005 as this is the last year of our cooperative agreement and funds need to be
expended and accounted for. Three written copies of the final report should be mailed and
an electronic version emailed to Ms. Geurink within 3 months of the forum activities,
and should include those elements addressed on the previous page. Please acknowledge
HRSA MCHB, ASTDD and any other sponsors (do not use HRSA logo). Copies of all reports
will then be posted on the ASTDD website, National Maternal and Child Oral Health
Resource Center website, and Head Start Learning Center website.
Provide information for each of the categories below. Limit your proposal narrative to 5
pages, single spaced; attachments such as invitee lists, agendas, letters of commitment
are not included in this limitation. Please include the requested primary, fiscal, and
• Why do you feel a Head Start oral health forum would be beneficial in your
• What are potential barriers/frustrations in trying to prevent and reduce dental disease in
the EHS and HS population? How have these been identified (e.g., survey, reports,
• Describe current partners in providing oral health services to EHS/HS children, as well as
gaps in collaborative relationships.
• Has your state/territory participated in a) a dental summit or b) an NGA Oral Health
Policy Academy in the past 3 years? If so, were Head Start issues addressed? What
recommendations were made, and has there been any progress?
• Who will participate as a core planning group for the forum(s)? Make sure you include
letters of support from at least 3 of these organizations.
• What process will the group use to plan the forum strategies?
• Provide an overview of the anticipated timelines.
Methods to Develop an Action Plan
• What activities/structure will be used to hold one or more forums and develop an action
plan? Include a draft agenda as an attachment if possible.
• List proposed dates (at least the month) and locations of proposed forum(s).
• Describe the agencies/organizations or individuals who will be invited to participate in the
forum(s), and the process you will use to invite them. A list can also be included as an
• What strategies will be used to assure input from a diverse group of people?
• What is the anticipated number of participants?
Follow-Up to Forum(s)
• Who will be responsible for developing the final version of the action plan and submitting
it to ASTDD?
• Do you anticipate any major challenges or resources needed to implement an action plan?
• Provide an itemized budget, noting the amount of funding requested from ASTDD and
any other funding and in-kind support anticipated
Primary Contact Person for Questions and Reporting
Fiscal Agent (if different than primary contact)—Attach letter of commitment
How should the check be made out?___________________________, and who should it be
sent to? __________________________