COMMUNITY OPERATIONAL GRANT APPLICATION: INSTRUCTIONS AND GUIDELINES

Transcription

1 Fiscal Year 2015 July 1, 2014-June 30, 2015 COMMUNITY OPERATIONAL GRANT APPLICATION: INSTRUCTIONS AND GUIDELINES United Way of Central Maryland Anne Arundel County Baltimore City Baltimore County Carroll County Harford County Howard County uwcm.org

2 UWCM FY2015 Community Operational Grant For nearly 90 years, United Way of Central Maryland (UWCM) has been the region s human service leader, encouraging all central Marylanders to give, advocate and volunteer. Its mission is to mobilize the community to improve people s lives. UWCM is dedicated to advancing education, financial stability and health for low-income individuals and families in central Maryland. By drawing upon local knowledge, data and expertise to understand the community s needs, UWCM is able to identify where gaps exist and concentrate on what works in addressing them serving as a powerful advocate on critical health and human issues. UWCM supports programs and initiatives in the city of Baltimore and Anne Arundel, Baltimore, Carroll, Harford and Howard counties. We are pleased to announce the UWCM Community Operational Grant funding opportunity for FY2015. Community Partners identified through this application process will be funded for one year with funding beginning in July Submission Requirements Organizations responding to the Request for Applications (RFA) must submit their applications with attachments using United Way of Central Maryland s on-line RAVEN System. Paper documents will not be accepted. Information detailing on-line submission is contained within this document. Use the generic username and password listed below to access the RAVEN system each time an organization logs in to work on an application. RAVEN SYSTEM: Username: applicant Both the username and password are case sensitive. Password: grant2015 Applications and related attachments are due no later than 4:00pm on Thursday, February 6, Organizations are responsible for ensuring that applications and all required attachments are submitted electronically in advance of the application due date and time. Late submissions will not be accepted. 1

3 UWCM FY2015 Community Operational Grant Funding calendar December 23, 2013 January 9, 2014 February 6, 4:00pm April 2014 July 2014 UWCM FY2015 Community Operational Grant Application released UWCM FY2015 Community Operational Grant Bidder s Conference Applications due to United Way of Central Maryland Grant Awards Announced Funding Begins Eligibility United Way of Central Maryland will accept applications from any, 501(c)3 health and human services nonprofit agency and other organizations that align with IRS tax law (an agency may not be a 501(c)3 but have other nonprofit IRS designations): churches, public and charter schools (pre-k through 12) and not for profit hospitals may apply. University and college programs or schools are also eligible to apply. Funding Terms The United Way of Central Maryland Community Partnership Boards will award Community Operational Grants in each of the six jurisdictions in central Maryland: Anne Arundel County, Baltimore City, Baltimore County, Carroll County, Harford County, and Howard County. The maximum award amount per grant is $25,000. Organizations can apply up for up to three Operational Grants per jurisdiction. If an organization is applying in multiple jurisdictions or submitting multiple requests in one jurisdiction, a separate application is required for each request. 2

4 Due Diligence Attachment Checklist Agencies must attach an electronic copy of the following documents in RAVEN in the Due Diligence Documents Section of the application submission. Organizational chart One copy of your organization s current IRS determination letter indicating tax-exempt status Most recent IRS Form 990 Current roster of your Organization s Board of Directors Maryland Program Information Form (You will not be disqualified if you do not fill out this form; however, you are encouraged to complete it.) UWCM Target Population and Result United Way of Central Maryland has identified a result and target population that programs considered for funding must address. It is important to note that it is not expected that your program alone will be able to improve the result. Target Population: Individuals and families with incomes at or below 300% of the Federal Poverty Level Result: Individuals and families are able to meet their basic human needs and move toward selfsufficiency Suggested Programmatic Activities to support Basic Needs United Way of Central Maryland believes that success in life depends on access to health care and healthy food, a safe place to live and a quality education that leads to a job and self-sufficiency. Our Community Operational Grant Strategies focus on helping people meet their basic needs and helping to strengthen the capacity of the basic needs service provider system. Reaching these goals can include the work of programs that focus on education, food, health, housing, income and other programmatic focus areas. Organizations can submit up to three applications per jurisdiction to support operational needs of the organization. If submitting multiple applications, each application should address the operational needs of separate and distinct program operations within the organization. 3

5 Questions & Technical Assistance Please submit questions and technical assistance requests via to Programmatic questions received after 1:00 p.m. on Wednesday, February 5, 2014, may not receive a response before the application deadline. We will make every attempt to answer RAVEN System questions up to the submission deadline. Updated Frequently Asked Questions (FAQ s) will be available through the UWCM website at Bidder s Conference Agencies are highly encouraged to attend the UWCM Bidders Conference in order to receive in-depth information on how to respond to the Application. This conference will provide information that will give you the necessary tools needed to enhance your application. UWCM FY2015 Community Operational Grant Bidders Conference: Thursday, January 9, 2014 Choose to attend only one session: Session 1: 10am to 12pm Session 2: 2pm to 4pm Baltimore County Public Library Arbutus 855 Sulphur Spring Road Arbutus, MD Award Administration All organizations that are selected to receive UWCM FY2015 Community Operational Grant Funding will be required to complete and sign a Grant Agreement, a Patriot Act form and a legal disclosure form, and submit a copy of an unqualified independent financial audit. All Funded Partners will be invited to participate in a New Partner Orientation upon the beginning of funding. Finalized budgets and performance measurement plans will be determined after the grant award. Programs will submit a sixmonth and a final budget and performance measurement report via the RAVEN System. The funding cycle is from July 1, 2014, through June 30,

6 Appeals Process United Way of Central Maryland will work to ensure that every application receives a fair review and will respect the decisions of our volunteers. United Way of Central Maryland s funding decisions are made final by the Board of Directors. There will be not be an appeals process. Fundraising Guidelines United Way of Central Maryland has the organizational goal to be an effective and efficient fundraiser. If selected for funding, United Way of Central Maryland asks to serve as your workplace fundraiser and will do the best job possible to raise resources to support your organization and others in central Maryland. To enable United Way of Central Maryland to be a successful fundraising partner, we ask that grant funded agencies not: At any time, conduct workplace campaigns (defined as mass fundraising solicitations of all individuals in the workplace setting). To support individual agency fundraising needs, agencies may: At any time, approach businesses to solicit corporate gifts, grants and sponsorships, blocks of tickets to events, golf foursomes, etc. At any time, solicit their own employees for fundraisers in their workplaces. During ten (10) months of the year, November August, approach individuals in the workplace to purchase tickets to events, raffles, etc. Workplace Campaigns There are three contracted workplace campaigns that are administered by United Way of Central Maryland in addition to United Way s own branded private sector campaigns: the Combined Charity Campaign, Maryland Charity Campaign and Combined Federal Campaign. Partners will be asked to participate annually as part of the United Way of Central Maryland Federation in multiple regional Combined Federal Campaigns by completing and submitting the Federation Member campaign forms. Campaigns include the regions for the Chesapeake Bay, national Capital Area, Western Maryland, St. Mary s County, Delaware and Central Pennsylvania. Participation in the Combined Charity Campaign and/or Maryland Charity Campaign is encouraged, but at the discretion of your organization. 5

7 Co-Marketing Co-marketing will increase awareness of your organization and you r partnership with United Way of Central Maryland. We believe it is important to educate our donor public about the unique relationship that exists between us, and to do so proudly and consistently. We will also ask that your organization conduct an annual employee United Way Campaign and encourage Board Members to conduct employee United Way campaigns at their own workplaces. These terms will be outlined in the Grant Agreement if selected for funding. Application Instructions Please carefully read the entire Community Operational Grant Application Guidelines & Instructions prior to completing the online form. These documents will provide a better understanding of the criteria for the United Way of Central Maryland FY2015 Community Operational Grant Application and the requested content. This application along with all supporting documents should be submitted digitally through United Way of Central Maryland s online RAVEN System. Paper documents will not be accepted. Instructions for the application and application completion are contained in the following pages. The RAVEN System can be accessed at either or directly at RAVEN Generic Login (case-sensitive) Username: applicant Password: grant2015 Throughout the application process, all applicants are to log on to the RAVEN System using the above generic username and password. You use your personalized agency password, created on your Agency General Information Form, only when accessing the documents associated with your organization s application. It is highly recommended that you: Always select SAVE when exiting the form in the RAVEN system. Do not leave the form open while away from your computer. 6

8 The RAVEN System Home Page My ODM Please carefully read all posted bulletins on the RAVEN s My ODM Home Page. The bulletins will be used to keep you informed throughout the process. The picture below is an illustration of the information you will find on the Home Page. This is the page you will access by logging in with the generic user name and password at Navigation Menu Returns you to the My ODM Home Page, Library or Logout My Files Contains files to complete and attach to the online forms. My Links Returns you to UWCM s Website 7 Click the here link to access the agency screen to update your agency form if you are a Returning Applicant. Click the here link to access the agency screen and create an agency form if you are a New Applicant.

9 Returning Applicants: Use Agency General Information Search Returning applicants will retrieve their grant application from the Agency General Information Search Screen. Click on the link under Returning Applicants to access the search screen to retrieve your agency application (shown on previous page). The password you previously created on your Agency General Information Form will be required when you select your agency name in the search results. If you have forgotten your agency password, please fax the request on your agency letterhead to Follow the steps outlined below to access your agency folder. Step 1: In the criteria field, enter the first word of your agency name and click on the Search button. Enter a percent symbol % before the name to get more results Step 2: Click on your agency name in the Search Results area. A pop-up box requesting the password (case sensitive) you created appears. You must turn off pop-up blockers. Forgot your password? Click on the forgot password link on the initial login page! Returning applicants must verify the information on their Agency General Information Form. The attachments on this form are part of the due diligence documents which are as follows: Most recent IRS Form 990 Current roster of organization's Board of Directors Current Organizational Chart Maryland Program Information Form Current IRS determination letter indicating tax-exempt status 8

10 New Applicants: Create an Agency General Information Form All new applicants will have to create an Agency General Information Form. Once the form is saved, you will be redirected to the remainder of the application. The next time you login to RAVEN, you will use the link for returning applicants to access your application. Follow the steps outlined below to create your agency form. Step 1: New Applicants begin their application by clicking on the here link under New Applicants. This will create an Agency General Information form. Step 2: Enter your agency name and city, and select Duplicate Check to verify that your agency in not in the system. Use the Returning Applicant instructions if your agency is in the system. Step 3: Create your own name and password. Enter the rest of the data requested on the form. Write your password down. Your password is used in the agency search screen area when accessing the documents associated with your organization s application. 9 Step 4: When you SAVE the Form, you will be directed to the remainder of the Grant Application.

11 Creating the Agency Due Diligence Documents Form Step 1: Click on the Agency Due Diligence Documents Form. Step 2: Read the form instructions. Select the Create New button to begin your application. Click on the Save before closing this page Attachments: To attach files, click on the link in the attach files field to upload files. Select Browse to locate your file on 10 your computer and select Upload File. There is a 12MB per file size limit for uploads.

12 Creating the Grant Application The Grant Application in your agency folder is protected. The application instructions in this area provide a recap of the timeline and instructions that are on the guidelines. Follow the steps below to create your grant application. Step 1: Click on the Community Operational Grant Form. Step 2: Read the form instructions. Select the Create New button to begin your application. 11

13 COMMUNITY OPERATIONAL GRANT APPLICATON FY2015 Enter the required fields in order to SAVE the form. Always Save the Form to return to the Grant Application and before printing Application Contact Information Program Name to be Funded: Program Service Delivery Address: Program City, State, ZIP Code: Executive Director s Name: Executive Director s Phone# Executive Director s Program Contact Name: Program Contact Title: Program Contact Phone #: Program Contact This should be the local address in the jurisdiction 12

14 Result Statement The desired result for this grant is that individuals and families are able to meet their basic human needs and move toward self-sufficiency. Target Population Individuals and families with incomes at or below 300% of the federal poverty level. 1 Program Information Application Year Select 2015 Agency s Current Total Budget Total organizational budget Total Program Budget Total budget of the program for which you are requesting funds Amount of UWCM s Funding Request This amount should not exceed $25,000 Please provide a brief organizational description (25 words) Indicate the primary program focus area (select one) Education Food Health Housing Income Other, indicate: Select the program focus that makes the most sense for the program for which you are requesting funds Jurisdiction to be served (select one) Anne Arundel County Baltimore County Baltimore City Carroll County Harford County Howard County 1 An individual living at 300% of the federal poverty level has a gross yearly income of no more than $34,470. A family of four living at 300% of the federal poverty level has a gross yearly income of no more than $70,

15 Application Narrative I. Organizational Background: Provide a brief general description to include organizational history, mission, goals, main activities and current programs. (3000 character limit) II. Program Description: A. Provide a detailed description of the proposed program for which your organization is requesting United Way support. (9000 character limit) Be sure to include: Program goals A description of the characteristics of the population (such as age, race/ethnicity and gender) to be served by the program. 14

16 A description of the type of services or activities to be offered. Include key program elements and research-based /evidence-based best practices of the program that will improve conditions for the target population. Any references cited should be listed at the end of this section. A description of key staff members and the qualifications and specific tasks for which they are responsible. Partnerships with other organizations that will be needed to carry out the proposed program. Describe how the work of this program will provide opportunities for individuals in the indicated jurisdiction to meet their basic needs and how supporting the program with an operational grant will support the basic needs service delivery system in the indicated jurisdiction. B. Provide a description of how your program supports the identified priorities of the jurisdiction to be served. (3000 character limit) C. State the number of unduplicated clients to be served. (Complete with total unduplicated number to be served if awarded an Operational Grant Award) D. Include full references for all research cited above (source, title, date). (2000 character limit) 15

17 Application Budget I. Budget Revenue: Total Agency Budget Total Program Budget (Box #2) Total United Way Funding Request (Box#3) These boxes will be pre-filled from the information completed in Program Information at the top of the application Budget Expenses: Itemized Expenses Dollar amounts on this budget form should reflect the total budget for the program for which you are requesting operational support (Should total the amount in box #2 above) 16

18 Application Due Diligence Verification The following documents are required for this Community Operational Grant Application. Please check off each item to indicate that you are in compliance with the due diligence submission for this grant application. I agree to provide the most recent unqualified audited financial statements if grant application is awarded I agree to provide a signed Patriot Act Compliance Form if grant application is awarded I agree to provide a signed Legal Disclosure Form if grant application is awarded I agree to provide reporting on program performance and budget expenditures if grant application is awarded I have attached the most recent IRS Form 990 I have attached the organization s current IRS determination letter indicating taxexempt status I have attached the current roster of organization's Board of Directors I have attached the current Organizational Chart I have attached the 211 Maryland Program Information Form Authorization By completing this section, you are agreeing that the information submitted to United Way of Central Maryland for the Community Operational Grant Application FY2015 reflects a true and accurate picture of the agency and this request. All applicants must adhere to the submission procedures outlined in the application instruction document. 17

19 Additional RAVEN Information Editing Existing Forms To edit existing grants, click on the Edit to the right of the program name or agency name. Remember after editing, always click the SAVE button at the top of the form. Printing Grant Application Select Print Application from the Grant Application screen or Print from the Grant Form (save before printing). The Print Manager window opens. Check the form you want to print. Scroll down to the bottom of the screen to select Print. Submitting Online Grant Application: Remember to carefully review the entire Community Operational Grant Application to verify the accuracy of the information that you have entered, e.g., funding amount and to ensure you have included all of the attachments Click on the Submit Application from the Grant Application screen. The Status of your application will change to Submitted once Submit Application is clicked. Once submitted, no additional changes can be made. The application can only be viewed and printed. If changes are needed after submission, please prior to the due date of Thursday, February 6,