INSTRUCTIONS FOR COMPLETING THE MID-TERM APPLICATION A copy of the application can also be downloaded from the United Way of Roanoke Valley website at http://www.uwrv.org/. If you have questions or need additional information, call Marie Muddiman at 777-4209. All questions must be answered completely, or marked not applicable. Use bullet points when requested. Additional information may be requested at any stage in the proposal process. The Program Application and required documentation is to be e-mailed to mariem@uwrv.org by 5 p.m. on February 15, 2008. Attachments that cannot be emailed must be delivered or mailed to reach United Way of Roanoke Valley, 325 Campbell Avenue, SW, Roanoke, VA 24016 by 5 p.m. on February 15, 2008. No exceptions. Program applications should be a maximum of 8 pages, not including allowable attachments. Use current formatting, single spacing, and bullet phrases whenever possible.
The following chart lists required information.
Information Items
Program Application (1 per program) (send via email) Attachment A – Anti-terrorism/Approval Page (1 copy per agency) Current list of Board of Directors, including name, address, phone/fax, and position on the Board (1 copy per agency) Beneficiary Data (1 copy per program) Sample of data source (pre/post tests, etc.), if applicable (1 copy per program)
TIPS FOR SUBMITTING APPLICATIONS We hope these suggestions will assist you in developing an effective application. The Program Application should be completed once per program. Specify the 12 months for which you are reporting. It can be the calendar year or your fiscal year. Use the Logic Model from the 2007 full application as the basis for the 2008 mid-term application unless United Way has been informed of the changes. Write the application for a reader who is not necessarily familiar with the specifics of your program but one who is knowledgeable about the community, health and human services within this community, and the target population you are serving. Respond to questions succinctly yet completely. It is a difficult balance between too much and too little information. We recognize that each program is different and thus may have different needs for explanation and clarification. The application needs to highlight the most important and strongest information about your program. Use bullet points whenever possible. Coordinate preparation. If more than one person is preparing the application, make sure they work closely together. It may be helpful to review the previous application submitted as well as the 2007 panel recommendations when preparing the document.
Recruit an independent reader. Ask someone who has not been working on the application to read it for you. Does the information provided give a complete picture of the program? Are all items answered completely? Does the reader come away with unanswered questions? Do the responses in the various sections complement and correspond to one another? Is there consistency of information throughout? Put your best foot forward. It is United Way staff practice to give applications to the Community Investment panels exactly as they are submitted to us. Create a good first impression on the volunteers through the appearance and content of your application. A reminder that a computer spell check and grammar review is always helpful. Check budgets and table entries for proper calculations. Make sure that the writing flows smoothly and makes sense. Ensure that all pages are numbered and that related documents are included and are in the appropriate order. Treat each application as unique. If more than one program application is being submitted by the same organization, please ensure that each one is distinct and clearly reflective of that individual program. Be judicious with information that is “cut and pasted” from one report to another – it may detract from the readability and make it more difficult to distinguish the merits of one program from another. It is likely that different volunteers will read each report, so do not assume they will have the knowledge of the other reports you have put forward Create a complete logic model (Section II). The logic model should provide a complete one-page snapshot of the program and what it is attempting to achieve. Elements of the logic model should flow systematically from left to right across the page. Outcomes should connect directly to the activities listed. Ensure that beneficiary and outcome data are accurate. The information you provide in the application is consolidated in a report that is not only posted on the United Way website but also shared with current and potential donors in the community. What would you say to a potential donor to get their support? Make every effort to ensure that figures are correct and the report contains convincing information that highlights the strengths and achievements of your program/collaborations in improving the lives of clients. Make the most of agency visits. All agencies will receive a site visit or a question/answer session. Be prepared with a copy of your report and the answers to the questions provided by the UW staff person/panel chair prior to the visit. Reinforce points in the report or elaborate on other areas that you touched on briefly in writing. If you should have questions, please contact Marie Muddiman at mariem@uwrv.org or 777-4209.
DEFINITION OF TERMS FOR MEASURING PROGRAM OUTCOMES* Inputs – The resources such as staff, facilities, volunteers and equipment that are dedicated to or are consumed by the program. Outside resources such as collaborations, service referral providers and community factors may be potential inputs. Also important are constraints on inputs such as laws, contract regulations, zoning requirements, etc., that may impact the use of inputs. Activities – The types of services the program provides – what the program does with the inputs to fulfill its mission. Examples of activities include: providing counseling to clients, providing training for clients, mentoring clients, providing meals, on-site support for clients, advocacy on client’s behalf, etc. Outputs – The direct products of program activities usually are measured in terms of the volume of work accomplished. For example, number of counseling sessions conducted the
number of classes taught, number of participants served, etc. The time period these outputs represent should also be included (i.e. a calendar year, a school year, a session, etc.). Outcomes – The benefits to program participants or changes in KNOWLEDGE, SKILL or BEHAVIOR that participants experience during or as a result of participation in the program. Participant outcomes should logically link back to the activities of the program and flow from initial to intermediate to longer-term in nature. Target - Numerical objectives for a program’s level of achievement on its outcomes. Programs usually set targets once some initial data has been collected and a baseline has been established. Indicators – The specific information that will be collected to track a program’s success towards an outcome. Indicators should be observable and measurable – what can be seen, touched, quantified – and demonstrate an outcome taking place. An indicator is WHAT is being measured. Data Source – The location of the indicator information. Examples of a data source include the program’s records or other agencies’ records, specific individuals including participants, the general public, trained observers and/or mechanical measurements. A data source is WHERE the indicator information will be found. Data Collection Method – The specific method(s) that will be utilized to gather data on progress towards achieving outcomes. Data collection is HOW the specific information identified as indicators will be gathered – the method(s), tool(s) and processes. Data Collection may include review of participant or program records, self-administered questionnaire, personal interview and/or rating by a trained observer. For best results, data collection instruments and procedures should be pre-tested with a sample prior to full implementation of the data collection process.
*Adapted from Measuring Program Outcomes: A Practical Approach (1995), United Way of America. PROGRAM BUDGET LINE ITEM INSTRUCTIONS PROGRAM REVENUE Program Fees – Fees/Payment received for services delivered by the organization either paid by consumer or reimbursed by non-governmental third party sources such as private insurance or fees from nonprofit organizations. Governmental Funding – All revenue received from government sources (federal, state, local). United Way Funding – Allocation received from United Way of Roanoke Valley for program. Other UW, Designations – All revenue received from other United Ways for this program, UWRV designations used for this program. Private foundations – Revenue generated from foundations and private grants. Fundraising – Revenue from contributions such as events, private donors, corporations, memorials, bequests and trusts. In-kind Support – Including items required to be recorded as revenue for tax purposes. Investment and Interest Income – All revenue earned to be used for delivery of this program. Other unspecified revenue – Revenue that is not reported on another line. PROGRAM EXPENSES Salaries – Salaries and wages subject to withholding earned by staff associated with this program Benefits/Taxes – Amounts paid and accrued by an organization under its own or other employee health or retirement benefits plans, including voluntary termination or retirement payments
outside a formal plan. This includes Social Security (FICA) taxes, unemployment & worker’s compensation, and insurance premiums (professional/liability). Professional Fees – Fees and expenses of professional practitioners and consultants who are not employees of the agency but are engaged on an independent contract basis. Marketing – Cost of marketing materials related to the program. Supplies, Printing, Duplicating – Cost of material and other supplied used by the program such as pens and paper. Also includes costs for printing and other program informational material. Travel – Travel and transportation costs for staff and volunteers, insurance and operating costs for program related vehicles. (Mileage calculated at rate/mile) Communication – Program related telephone (local and long distance), fax, email, postage expenses, and electronic communication. Occupancy – Expenses incurred from a program’s occupancy and use of leased or owned land, buildings and offices. This includes heat, light, water, maintenance, property insurance, property tax and mortgage interest. Payments to Affiliates – Dues to a statewide or a national organization. Major Property & Equipment Acquisition – Property and/or equipment acquisition of more than $2,500. Conference/Training – Cost related to program staff development. Administration – Program’s share of non-program related overhead. Building & Equipment Maintenance – Cost of any maintenance of building and equipment not included in administration. Interest Income – Interest related to loans, etc. for program not included in administration. Technology – Computers, printers, photo equipment, PDAs, etc. expenses to program. Other Expenses – All expenses not reportable on another line.